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Administrator/Receptionist Apprentice

  • Location: Homerton Row, London
  • Level: 2

Administrator/Receptionist Apprentice

  • Sector: business admin law
  • Location: Homerton Row, London
  • Level: 2
Administrator/Receptionist Apprentice
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JOB SUMMARY:

• The postholder will be responsible for providing reception and administrative support to the Lung Function Testing Services and to ensure all administrative aspects of the service are performed efficiently.

• The postholder will act as the liaison point for any enquiries, communicating with internal and external agencies to maximise the efficiency of the Lung Function Testing Services.

• The postholder will be responsible for booking all Lung Function Testing appointments and ensuring that all relevant lung function activity is recorded on EPR and internal databases for audit and monitoring purposes.

• The postholder will work closely with the Respiratory Team including medical consultants and physiologists which will involve all aspects of lung function investigations.

• The postholder will administer the domiciliary nebuliser service.

• The postholder will communicate with the senior respiratory physiologist on a day to day basis to ensure the smooth running of the lab.

• The postholder will be required to work closely with Cardiology department admin team (co-located) and would be required to cover the Cardiology reception as and when required.

MAIN RESPONSIBILITIES:

Principle duties

• Undertake the administration of the Lung Function service using the Trust’s Electronic Patient Record (EPR) system and ensuring the continuity of patient care. This will include :

 Booking of patient appointments – including Lung function, sleep studies and CPAP (Continuous Positive Airway Pressure) appointments.
 Providing patients with test information.
 Ensuring patients’ appointment coincides with clinic appointment.
 Dealing with patient cancellations and DNAs.
 Dealing with general enquiries.
 Dealing with telephone enquiries.

• Maintain domiciliary nebuliser service. Including maintaining records, fielding patient queries, maintaining stock and ensuring nebulisers are clean and serviced.

• Be responsible for correct data entry into departmental computer systems (i.e. – correct patient demographic, technical and clinical data).

• Maintain departmental records/statistics using Excel software to log all testing information onto the database.

• Be fully conversant with departmental computer systems after initial training.

• Report any untoward events/results to senior Chief Respiratory Physiologist.

• Clean, prepare and store lung function testing equipment in accordance with correct Trust infection control procedures.

• Ensure all equipment is used safely and any faults are reported in line with Trust policy.

• Work within an environment that is subject to interruption and enquiries from members of the general public and patients, will be required to remain polite and helpful when dealing with these enquiries.

• Use and maintain the departmental computer systems.

• Actively maintain a close professional working relationship with all members of the Department of Respiratory Medicine to create a cohesive team.

• Work to the departmental operational handbook under the supervision of the Senior Chief Respiratory Physiologist.

• Provide cover for the cardiology department reception as required.

• Participate in mandatory training and 1:1 meetings and appraisals with manager.

SERVICE DEVELOPMENT

• To inform Team Leader if clinics do not have adequate reception cover at all times, particularly at times of sickness, annual leave or when vacancies exist.

• To help and assist the Senior Chief Respiratory Physiologist implement changes and improvements to the service.

COMMUNICATION

• Always communicate with other professionals, staff, patients and visitors politely and effectively.

• Receive and provide routine information effectively, being concise, polite and ensuring the audience understands the communication.

• Update patients waiting within the department regularly on the situation and waiting time.
This job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and this job description may, therefore be amended in consultation with the postholder.

The Homerton University Hospital NHS Foundation Trust sits in the middle of one of the most diverse locations in the world. To this end we are committed to and champion equality and diversity in all aspects of our employment practice and service delivery. All employees are expected to understand and respect this commitment and work with us to promote equality and diversity in the course of their work.

All employees are required to have the appropriate level of English language competence to enable them to effectively carry out their role, deliver safe care and enhance the patient experience.

Employees, in line with the Trust’s commitment to the Health and Social Care Act 2008 (Previously known as the ‘Hygiene Code’), improving infection control and health and safety are individually required to ensure that they make every effort to contribute to making the Homerton Hospital a clean and safe environment within which to work and receive care.

All employees of the Trust are required to observe legislation, Trust policies, standards and guidelines relating to Risk Management, Equal Opportunities, Confidentiality, Data Protection, Freedom of Information and the Trust Code of Behaviour.

It is the responsibility of each member of staff to be aware of, and work in in accordance with, the Trust’s safeguarding children and adults policies and procedures. This includes ensuring that they undertake statutory and mandatory safeguarding children and adult training appropriate for their role. In addition to acquiring safeguarding knowledge and skills, each member of staff must be competent and maintain their knowledge and skills in clinical practice to safeguard the health and wellbeing of children and adults.

All staff have a responsibility to prevent and control infection within Homerton Hospital. This includes ensuring personal and team compliance with the Hygiene Code (Health and Social Care Act 2008) and all relevant policies including Hand Hygiene, Homerton Dress Code, MRSA screening and Infection Control.

It is the responsibility of leaders of the Trust to demonstrate and foster the Trust’s commitment to environmental sustainability and corporate social responsibility by acting as a role model and enabling others. It is the responsibility of all staff to minimise the

Trust’s environmental impact by recycling wherever possible, switching off lights, computers, monitors and equipment when not in use, minimising water wastage and reporting faults promptly.

Living Our Values – How We at the Homerton Work

Safe – We will do everything we can to make our services as safe as possible and create a positive learning environment. We will do this by:

• being open and honest when we get things wrong, and doing all we can to correct and learn from our mistakes
• listening to our staff, patients, service users and their carers and using their feedback to improve services
• ensuring that we have the right staff, with the right skills, caring for each patient
• constantly monitoring standards of care and responding quickly if there are concerns

Responsibility – We will take responsibility for our actions and any problems that we come across – we lead by example. We will do this by:

• being open and transparent about our performance and setting challenging improvement targets
• thinking differently and looking for new and innovative ways of working
• ensuring our care is evidence based and follows best practice
• doing the right thing, even when it is difficult

Personal – We will provide care which addresses individual needs and focuses on our patients, service users, their families and carers, and our staff. We will do this by:

• ensuring that relationships with patients and service users are founded on compassion, empathy and kindness
• appreciating each person as an individual and addressing their specific needs
• actively listening to and involving patients and service users in decisions about their care
• providing continuity of care through good communication and teamwork

Respectful – We will treat others as we would expect ourselves or our families to be treated and cared for. We will do this by:

• treating everyone with dignity and respect
• listening to others and valuing their contribution
• providing services that meet the diverse needs of our communities
• valuing and supporting the health and wellbeing of all our staff

PERSON SPECIFICATION

Job Title: Administrator/Receptionist Apprentice

Grade: Apprentice Band 2

ESSENTIAL DESIRABLE MEANS OF  ASSESSMENT

Education / Qualifications

Good General Education

Literate and Numerate IT qualification

Skills/ Abilities

Ability to use a PC and software packages

Ability to work without direct supervision

Ability to communicate well in writing and verbally with a range of staff within the hospital

Good telephone manner

Ability to prioritise workload

Ability to deal sensitively and courteously with patients, visitors and staff

Database and Spreadsheet skills

Experience Substantive administration experience NHS experience

Experience of working on reception

Knowledge Knowledge/understanding of confidentiality issues

Understanding of need for timely maintenance of patient records EPR knowledge

Other Requirements Commitment and adherence to the Equality Act

Understanding of the Trust values

Willingness to adhere to Trust policies and procedures

Team player

Calm / able work in a pressurized environment

 

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Do you hold grades A-C Maths and English GCSE's (achieved or predicted)?

 Yes
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