Senior Clerical Officer - Gastroenterology

Job summary

Due to the expansion of the service to encompass 7 day working, we have an exciting opportunity for a full-time Senior Clerical Officer to join our administration team, here in the Endoscopy Department.

Reporting to the lead administrator, you will be part of a team responsible for booking various patient appointments, maintaining and using hospital systems (IPM, dashboard, ICE, PENS), monitoring waiting lists, database entry, liaising with health professionals, dealing efficiently and professionally with the requests of all service users and patient enquiries, and providing functional flexibility to meet the demands of the service.

Other duties will include administratively supporting the specialist nurse team with pre-investigation and the E-referral service.

Due to the nature of the work you will be IT literate, able to use most Office software, and work unsupervised. Previous experience in the health sector would be an advantage, and excellent customer service, the ability to work as part of a team, and work to tight deadlines is essential.

You will be expected to be flexible and support the department as and when the need arises. This could include cross-site cover at our Aintree endoscopy department (should the need dictate).

Main duties of the job

To take the lead responsibility for dealing with referrals for all outpatient and day-case appointments for endoscopic procedures, both diagnostic and therapeutic, ensuring that a high-quality service is provided at all times, thereby affecting a smooth and efficient running of the department.

To work unsupervised but to be available to give advice to junior members of the team.

Job responsibilities

Lead responsibility for the booking of referrals for outpatient and day-case appointments for endoscopic procedures, both diagnostic and advanced therapeutic, as per guidelines.

Where appropriate ensure appointments are made with the anti-coagulant nurse and/or dietician.

The role necessitates a rotation through the lead booking areas within the office including a two-week rule service, management of the outpatient pre-invest system, and recording of ward attenders.

Liaising with health professionals, wards A/E and GP surgeries as required.

Dealing with out-patients referrals in accordance with the Choose & Book partial booking system. Registering new patients on the hospital system (IPM) PAS and adding to the appropriate waiting list.

Monitor and highlight waiting list breaches and waiting times.

Ensure procedures are booked onto appropriate lists according to the level of skill of the Endoscopist from the information contained within the referral.

Ensure appointment letters are appropriate for the particular procedure to be undertaken. Send out appropriate information leaflets and/or research information for individual patients.

Responsibility for ensuring all outcomes are recorded on the IPM PAS and patients are removed from the waiting list as necessary in accordance with the Trust's access policy.

For a full list of duties, please refer to the attached job description and person specification.

Person Specification

Skills

Essential

• The ability to work unsupervised and assist Junior members of staff with any work-related problems.
• The ability to assess, prioritise and plan workload effectively.
• Good communication skills.
• Become a mentor for junior members of the administration team.
• Ability to deal with the public with tact and discretion.

Desirable

• Train new members of staff on the IPM PAS system.

Other

Essential

• Flexibility - will be expected to rotate between three main booking areas.
• Team Player.

Qualifications

Essential

• NVQ 3 or equivalent.

Experience

Essential

• Experience of direct contact/liaison with patients/carers/general public & health professionals.

Desirable

• Interest in service design and making improvements in the working area.

Knowledge

Essential

• Working knowledge of a Hospital Administration system & computer system preferably the IPMPAS, ICE.

Desirable

• Knowledge of patient administration and CRIS Scheduling system, acquired through experience.
• Gastroenterology and Hepatology background knowledge on tests and procedures.
• Ability to use computer software applications i.e. excel and access.