Band 3
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Job overview
We currently have a job opening for a weekend part-time Waiting List Administrator in our expanding Endoscopy service, which operates at City Campus, Treatment Centre, and QMC Campus.
The position is for 16 hours per week, and the workdays are Saturday and Sunday. The working hours are from 7:30 am to 4:00 pm.
Endoscopy is a dynamic and fast-paced department. As part of our team, you will need to effectively prioritise your workload, demonstrate confidence, and remain flexible and adaptable in this bustling environment.
Your responsibilities will include accurately booking patients onto the appropriate waiting list within the designated timeframe. Additionally, you will be performing various administrative duties, including covering the reception area.
Main duties of the job
We are seeking a dedicated and enthusiastic team player who possesses exceptional organisational and communication skills, coupled with a strong background in administration.
As an ideal candidate, you will have a deep understanding of the importance of confidentiality, showcasing a conscientious and meticulous approach to your work. Your motivation and reliability will be evident in your daily responsibilities. You must possess the ability to comprehend and effectively convey both verbal and written information, while maintaining composure in high-pressure situations. The capability to manage your time, prioritise tasks, and maintain a patient-centred approach is crucial, and possessing an excellent telephone manner is highly valued.
Your role will encompass greeting and assisting patients in the Endoscopy Unit, handling reception duties with professionalism and warmth. Furthermore, you will be responsible for accurately registering patients onto the appropriate waiting list and subsequently contacting them to schedule appointments within the designated timeframe. Additionally, various administrative tasks will be assigned to you. Familiarity with cancer pathway targets would be advantageous.
Working for our organisation
This department is known for its dynamic and fast-paced nature, where each day brings new challenges and opportunities. The work can be demanding, but it is also highly rewarding.
We kindly request that you carefully review the person specification and job description provided with this role. Your application should include relevant examples that demonstrate your proficiency in all the essential skills outlined.
Detailed job description and main responsibilities
Key responsibilities for this role include:
Managing the addition and removal of patients from the NUH waiting list and coordinating their hospital admissions using hospital IT systems such as Medway PAS.
Adhering to established protocols to negotiate patient admissions for inpatient, day surgery procedures, and minor treatments.
Ensuring all relevant patient information is accurately recorded on the Trust's IT systems and updated in accordance with Trust Access Policy and Procedures.
Serving as the primary point of contact within the Trust for patients with admission inquiries and waiting list concerns, addressing their queries via email, phone, or in-person interactions.
Ensuring compliance with the Trust Waiting List Policy and meeting National and Trust Targets for waiting times.
Providing non-clinical guidance to patients seeking further advice on hospital admission, referring them to Consultants or lead nurses when necessary.
Identifying potential breaches against Trust waiting list targets and taking prompt and appropriate action to prevent breaches, including adherence to the 28-day target for cancelled operations.
Collaborating with clinical staff to ensure the availability of specialised equipment as required.
Contacting patients who have not responded to letters or have not attended pre-operative assessment clinics, following the guidelines outlined in the Trust Waiting List Policy.
Demonstrating flexibility in work assignments and providing coverage for colleagues within the Directorate as needed.
Undertaking any other duties and responsibilities that may be reasonably required.
Acting as the deputy for the Waiting List Coordinator in their absence when appropriate.
Person specification
Training & Qualifications
Essential criteria
- GCSE Level or equivalent in Maths/English Grades A-C
- Able to use Microsoft Office
Desirable criteria
- NVQ level 2/3 Business Admin
Experience
Essential criteria
- Demonstrate knowledge of waiting list processes
Desirable criteria
- Recent past NHS experience
- Knowledge of waiting list processes
Communication
Essential criteria
- Ability to develop good working relationships at all levels in a hospital environment
- Ability to deal tactfully with a wide range of people including patients
- Ability to priorities work and use initiative
Judgement skills
Essential criteria
- Able to use judgement to make decisions in order to solve problems / enquiries escalating as appropriate to the Waiting List Co-ordinator
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation such as passports, visas and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
