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Outpatient Administrator

Band 2

Main area
Cancer Care
Grade
Band 2
Contract
Fixed term: 12 months
Hours
Full time - 37.5 hours per week
Job ref
188-AC2920
Site
Southampton General Hospital
Town
Southampton
Salary
£18,005 - £19,337 per annum
Salary period
Yearly
Closing
19/04/2021 23:59
Interview date
28/04/2021

Job overview

We are looking for an organised and energetic individual to work in our very busy as an Outpatient Administrator at Southampton University Hospital, NHS Foundation Trust (UHS) on a 12-month fixed term contract.

ABOUT THE TEAM

The Oncology and Haematology Department is a large and very busy outpatient clinic department with a dedicated team of staff who co-ordinate the administrative service for patients referred to Cancer Care and ensure the smooth running of the patient’s care pathway.  The team comprises of the Outpatient Team Leader, x2 Deputy Team Leaders, Outpatient Co-ordinator and Outpatient Clerks working with the Medical & Clinical Oncologists, Haematologists and other clinical and nursing teams within the department.

Main duties of the job

You can read an overview of the main duties of the role in the section below: Job Description and Main Responsibilities.

To understand the role in more detail please read the full job description and person specification documents attached.

Working for our organisation

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care. 

We support flexible working and will consider requests taking into account the needs of the service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities

WHAT YOU’LL DO

The successful candidate will provide support to the Outpatient Administrators.  The hours are 37.5 per week Monday to Friday.

You will be working closely with this dedicated team of staff to provide a comprehensive administration service for the Oncology Service.  Your duties will be varied but will include direct telephone communication with patients and health professionals, working on a busy reception desk in the outpatient clinic, arranging the booking of appointments via IT systems, document scanning, managing patient letters and completing daily deadlines of actions from the outpatient clinics.  You will also need to liaise with the various Clinical Teams and support services to co-ordinate the flow of information to help maintain the Cancer Care pathway for the patient.

WHAT WE’RE LOOKING FOR

Ability to organise, manage and prioritise your workload are some of the key essential requirements of this post.  You will need to be comfortable working under pressure and be able to complete daily deadlines with attention to detail.  You should have a tactful, sensitive approach to dealing with occasional difficult situations which will involve high standards of communication skills.  You must be able to demonstrate experience of team working and you must have well established IT skills.  Previous NHS experience is not a requirement but experience in a customer service and/or booking or scheduling role would be an advantage as you must have a strong desire to provide the best service for our patients.  

ADDITIONAL INFORMATION

Interviews will be held on Wednesday, 28 April 2021

Should you have any queries, please use the contact details below to get in touch.

Person specification

Qualifications

Essential criteria
  • As a minimum to be GCSE, or equivalent level with a pass in English
Desirable criteria
  • ECDL, or relevant experience, E-Camis, E-docs and E-Quest experience, EDMS/Apex
  • Understanding of Medical Terminology

Experience

Essential criteria
  • Experience of working in a busy, customer focused environment within a healthcare setting
  • Experience of working within the confines of the Data Protection Act
Desirable criteria
  • Previous NHS experience

Skills

Essential criteria
  • Confident and accurate keyboard skills
  • Demonstrates clarity and breadth in use of verbal and written communications in relation to our patient group
  • Able to prioritise own workload
  • Ability to work under pressure
  • Ability to maintain attention to detail whilst dealing with frequent interruptions
  • Ability to problem solve
Desirable criteria
  • Computer literate – Microsoft office experience including Microsoft Outlook

Personal qualities

Essential criteria
  • Team worker – ability to communicate effectively on different levels as appropriate
  • Able to cope with a variety of tasks in a demanding environment within tight deadlines
  • Reliable, friendly and approachable manner
  • Ability to be diplomatic, patient and polite as appropriate
  • Able to work on own initiative

Special requirements

Essential criteria
  • Able to deal with distressed and emotional patients and their relatives in a calm, efficient and professional manner

Values

Essential criteria
  • Able to demonstrate behaviours that meet the Trust Values Patients First
  • Able to demonstrate behaviours that meet the Trust Values Always Improving
  • Able to demonstrate behaviours that meet the Trust Values Working Together
Apprenticeships logoNo smoking policyDisability confident employerCare quality commission - Good

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Sarah Simpson
Job title
Outpatients Team Leader
Email address
Sarah.simpson@uhs.nhs.uk
Telephone number
023 8120 2376

If you have problems applying, contact

Address
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online application form please contact
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Telephone
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