Maternity Administrator Coordinator E9 6SR
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Safe, compassionate, effective care provided to our communities
with a transparent, open approach.
Job Title: Apprentice Floating Administrator & Receptionist
Grade: Apprentice Band 2
Base: Maternity Bookings Team. Working across two site areas Maternity and
Managed by: Maternity Administrator Coordinator
Weekly hours: 37.5 hours per week
To support the management and clinical teams in the day-to-day running of the Fetal Medicine, Maternity and Gynae admin functions. Your role will be primarily supporting areas during periods of annual leave in the first instance, especially manning the Reception in the Fetal Medicine Unit and supporting areas within Maternity and Gynae; providing excellent customer service to patients, the public and other members of staff.
• To support the Fetal Medicine Unit, providing receptionist cover during all periods of absence.
• To provide a comprehensive first class administrative service across Maternity and Gynaecology admin, supporting both the Maternity Administration Coordinator and Gynaecology & Colposcopy Coordinator supporting areas as determined by workload and capacity.
• To work in close co-operation with staff and other health professionals to ensure a first class service. To promptly and politely receive visitors to the department ensuring their needs are responded to appropriately.
• The post holder will work as part of a team to ensure patient referrals and phone contact is managed effectively.
• The post holder will be responsible for patient contact using relevant technology, as well as booking and cancelling appointments using the Choose and Book, Electronic Patient Record (EPR) and Viewpoint systems.
MAIN DUTIES & RESPONSIBILITIES
• To ensure that all activities are recorded on the appropriate databases as instructed. The information should be input in a timely and accurate manner and should be kept confidential.
• To be responsible for registering women’s details on the appropriate databases prior to consultation and updating of patient records as necessary.
• To appropriately book new and follow up appointments for the women and work in conjunction with internal and external departments/agencies.
• To be responsible for ordering and retrieving patient case notes ensuring they are available for all women attending clinics. This includes filing any new or additional information in the notes. The position holder would also be responsible for ensuring that patients’ case notes are returned to Healthcare Records.
• To have excellent keyboard and word processor skills, including Word and Microsoft Excel and to have a sound knowledge of document layout.
• To prioritise own workload and complete tasks within agreed timescales.
• Deal with enquiries promptly and efficiently and sign post calls to other departments as appropriate.
• Follow Trust Policy and guidelines for referral management (includes: access; customer care; complaints; clinic cancellations; Choose & Book).
• Meet service delivery standards for call handling and deal with all calls in line with customer care policy.
• Escalate complex calls and complaints to acting team leader for support.
• Undertake photocopying as necessary in order to maintain department supplies.
• To be responsible for the daily collection and distribution of the department’s mail.
• To help ensure all stationary is in stock and inform the Maternity/Gynae Coordinator’s of any items that need ordering.
• To promptly and politely receive visitors to the department ensuring their needs are responded to appropriately.
• To ensure telephone messages and correspondence are taken accurately and are dealt with or conveyed to the appropriate individuals.
• Ensure that laboratory samples are dispatched appropriately on a daily basis, notifying the laboratory by fax, liaising with the courier service as necessary.
• To provide a sensitive, courteous and responsive reception service within the departments, appreciating the need for the privacy and dignity of women and their families at all times.
• Ensure that confidentiality of women and their families is maintained at all times.
• Remain polite and calm at all times when dealing with women and their families in line with the Trust’s Code of Conduct.
• Foster good working relationship with all staff within and outside the Trust.
• To take necessary action to ensure that patient data is accurate and imputed in a timely way in order to ensure that computer systems are up to date at all times whilst observing the Data Protection Act.
• Address data quality improvements within the department and correct errors found through the validation and reconciliation process.
This job description outlines the current main responsibilities of the post. However the duties of the post
may change on a daily basis as this position requires the person to provide administrative and receptionist support to meet the demands of the service.
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.
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 Health and Safety, Infection Control, Health and Social Care Act 2008 (Previously known as the ‘Hygiene Code’), Risk Management, Safeguarding Children, Safeguarding Adults, Equal Opportunities,
Confidentiality, Data Protection, Freedom of Information and the Trust Code of Behaviour.
All staff have a responsibility to safeguard and promote the welfare of children and adults. The post
holder will undertake the appropriate level of training and is responsible for ensuring that they
understand and work within the safeguarding policies of the organisation.
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 and MRSA screening.
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
· listening to our staff, patients, service users and their carers and using their feedback to improve
· 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
· 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
• Edicated to GCSE Level
• NVQ level 2/3
• The ability to be flexible to the changing demands of the service on a daily basis
• Ability to use MS Office Suite
• The ability to use own initiative
• Able to work as part of a team
• Able to confidently deal with the public and manage a range of patient calls
• Able to prioritise own workload
• Able to work under pressure and in stressful situations
• Excellent verbal communication skills and telephone manner
• Good written communication skills
• Computer literate with good keyboard skills
• Team player
• Able to work to achieve targets • Experience with HAS/EPR system
• Willingness to continue personal development and training
• Experience of working with the public
• Experience of data collection and data entry
• Substantive experience of working in administration / and front of house, providing excellent customer service
• Experience of working as part of a team • Experience of using hospital administration electronic patient record systems
• Experience of Microsoft Word
• Experience of working in Maternity Services
Knowledge • Knowledge/understanding of patient confidentiality & data protection
• Knowledge/understanding of the need for accurate data
Other Requirements Commitment and adherence to the Equality Act
Understanding of the Trust values
• Committed to delivering patient-centred services
• Caring attitude
• Highly motivated
• Commitment to staff rotation
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