Band 3 Receptionist - Ashford, United Kingdom - CSH Surrey

CSH Surrey

Verified Company

Ashford, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Description Post Title:
WIC Administrator /
Receptionist Band: 3

Business Unit:

Adult Clinical Services Responsible to: WIC Admin Manager Accountable to: Service Manager Purpose Reporting to the WIC Admin Manager, the WIC Administrator / Receptionist will provide high-quality, efficient administration to support the smooth running of clinical services.

The postholder will also provide excellent customer care, being the first point of contact for the individuals accessing the service.

The individual will support CSH Surrey to achieve our vision of excellence in everything we do by promoting equal opportunities, fairness, equity, and inclusion.

Key responsibilities include:

Providing high-quality, efficient administration service to clinicians, team leaders and clinical managers across services within their site to support the smooth running of clinical services.

Providing high-quality customer care as the first point of contact for individuals accessing the service.

This involves providing reception cover, meeting, and greeting patients, patient registration, providing telephone helpline services and providing support to clinicians to co-ordinate their clinical workload.

Provide support with patient experience activities including supporting the development, update and/or distribution of patient leaflets within clinical services as well as liaising with clinical teams to ensure timely information is provided for responses to complaints, capturing actions and learning taken following these.

Support the Communications team, including providing simple updates on the CSH website and our intranet and app (training will be given); and supporting communications campaigns (e.g., helping with materials such as posters).

Contribute to the review and evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made

Principal duties:

Supporting Clinical Services Maintain a general knowledge base of services and activities delivered on the site, with detailed knowledge of specific services operated on the site.

Co-ordinate the day-to-day administrative activities of the clinic reception, including patient data processing, typing, data entry, filing, photocopying, scanning, and other activities as agreed.

Be the non-clinical first point of contact for patients, carers, and others utilising and visiting the site services and managing any enquiries, problems, or concerns.

Ensure all public and professional enquiries are dealt with by the receptionist team in an efficient, polite, and confidential manner and/or passed onto the relevant member of staff for action.

Act as triage for telephone calls and respond or cascade as appropriate, forwarding messages to the right people through a range of channels, assessing the urgency of the enquiry.

Day-to-day co-ordination of other colleagues during shift hand over periods, ensuring smooth running of the site. Register patients, checking patient details in systems and updating any amendments.

Booking patients into clinical system appointments made by external agencies at the appropriate time.

Oversee and participate in the preparation of clinical documentation, ensuring patient notes, referrals, results, and outcomes are available to clinicians and liaising with clinicians and other departments for patient information.

Track and maintain medical records and referral letters in line with policy and procedures. Prepare clinic lists as required.

Input, retrieve, and monitor data from a variety of IT systems, liaising with internal and external colleagues to ensure efficient service delivery.

Produce documents and reports with tables and charts as an essential regular task. Support clinicians to use IT systems, problem solving and demonstrating functionality as required. Support team leaders and clinical teams in the design, production and distribution of documents, reports, resources, and leaflets; distributing, collecting and scanning patient surveys; basic analysis of results; support with sharing the results (internally and externally via, e.g.

posters) and liaison with clinical teams to capture actions taken following patient feedback.

Contribute towards the maintenance of evidence required for continued compliance to the Care Quality Commission (CQC) standards and associated regulations.

Respond to, and manage, unexpected events occurring within site and front of hour. Manage sensitive, and difficult situations of patient presentations.

Supporting the maintenance of physical and financial resources Verify additional hours, bank hours, travel claims and other before passing to senior colleagues.

Process and manage prescriptions and other charges relevant to WIC via electronic payment. Manage cash and reconciliation of float and cash register. Manage shared site resources smoothly and efficiently, actioning any office equipment repair requests (e.g.

photocopiers) in line with estates procedures, as wel