The PCN has a vacancy for an enthusiastic, highly motivated and organised Reception/Admin (Care Co-Ordinator) on a permanent, part time contract basis, who has previous experience of working in a Healthcare setting, to work in our Treatment Centre.
Hours: 24 hrs a week including Wednesday 8-4.30pm, Friday 1-6pm and alternate Saturdays 1-5pm (To be discussed at interview)
The Reception/Admin (Care Co-Ordinator) main role is to provide key administrative support to the Treatment Centre team and practices teams within the PCN, manage the reception desk, facilitate effective communication and support to our patients, and work closely with the Treatment Centre clinicians to co-ordinate a range of patient services following their appointment.
Also, this role will include cross cover between all of our PCN teams (Enhanced Care Team & Pharmacy Team) full training will be provided.
This role will require a Standard DBS Clearance. Should you have this certificate as part of the DBS subscription service, we would be happy to accept this providing the original is shown. Otherwise, you will be expected to complete a new application.
Job summary
Our Reception/Admin (Care Co-Ordinator) team will offer general assistance to the clinical team who work within our PCN teams. Projecting a positive and friendly image to patients and other visitors, either in person or via the telephone.
The role will involve working closely with the GP Lead, ANPs, HCAs, MSK staff and other clinicians who will be providing clinics during the week and on a Saturday.
The job role will require excellent IT with all MS office, strong meeting notes dictation, analytical and strong organisation skills, as well as the ability to multi-task and be able to communicate will colleagues at all levels in a friendly and professional manner and demonstrate empathy and compassion to our patients.
Key role requirements
Reception:
To assist with (this list is not exhaustive):
The duties and responsibilities to be undertaken by members of the Treatment Centre reception and administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the PCN Operations Manager dependent on current and evolving practice workload and staffing levels.
· Maintain and monitor the Treatment Centre appointments system, using SystmOne.
· Undertake a variety of administrative duties to assist in the efficient and smooth running of the centre, including the provision of clerical support to clinical staff and other members of the centre team.
· Process personal and telephone requests for appointments, and telephone consultations and ensure patients are directed to the appropriate healthcare professional.
· Meet and greet patients in a friendly, courteous manner, ensuring they are recorded as arrived on SystmOne.
· Assist with telephone requests/queries in the appropriate way.
· Ensure patients are contacted prior to attending the appointment, to confirm attendance, location of the centre and therefore, reducing the risk of no shows and missed appointments. (SMS reminder)
· Take messages and relay information to the appropriate member of staff.
· Processing and recording of information in accordance with Treatment centre procedures.
· Update patient’s personal details, if requested to do so.
· Facilitate effective communication between patients, members of the primary health care team, PCN member practices and other associated Healthcare agencies when required.
· Keep the reception and administration area tidy and free from obstructions and clutter.
· Updating the patient information leaflets within the centre and ensuring notice boards in the waiting area are up to date.
· Report any untoward incidents such as complaints, as per company policies/procedures.
· To receive and assist patients who arrive at the centre, offering additional assistance to patients who may require support in reaching the waiting area from the ground floor.
· Monitor the waiting area and appropriately request for triages for patients who present with worsening symptoms.
· To adopt a proactive approach and deal with any issue relating to Reception which may arise.
· To remain courteous and professional in emotional circumstances.
· Chaperoning clinicians when requested (training provided).
· Ensure building security – have thorough knowledge of entrances, doors, windows, alarm and security procedures.
Care Co-Ordinator:
Provide cover when required to our Enhanced Care Team and Pharmacy team. This will include managing the care home phone, actioning tasks, monitoring emails, booking appointments, general admin for both teams.
· Monitor stock levels and ensure stock rotation. Informed Lead for ordering should there by any issues.
· Work as part of the Treatment Centre team, proactively identifying and working with a cohort of patients to support primary care professionals in ensuring patients’ clinical and personalised care requirements are met.
· Ensure that patients have good quality information and are signposted to interventions and appropriate organisations to support them in their health and wellbeing.
· Ensure clinical rooms are well equipped and tidy.
· To help the Treatment Centre clinicians focus on the delivery of a comprehensive service to reflect National Clinical Pathways, local priorities, health inequalities and patients at risk.
· Booking and management of Respiratory appointments, Catheter clinics and any other PCN wide clinics.
· Undertake PCN Hypertension pathway duties including booking appointment with patients, responding to tasks were required and liaising with Healthcare professionals were appropriate.
· Maintaining resources on patient notice board.
· Conducting digital support were required; audits, viso, NHS app support.
· To ensure data protection policy is adhered to when sending patient identifiable information.
· To accurately manage the clinical correspondence once trained
· To attend and contribute to staff meetings and development meetings constructively.
· To identify problems with the operational systems in use within reception and make recommendations for improvement.
Skills and Experience - what we need from you:
Essential
· Previous administrative experience working in an NHS setting.
· Proficient IT, analytical and project planning skills
· Interest/experience in Digital technologies; public health, health inequalities
· Experience and good knowledge of Microsoft Office, Excel
· Good coordination, organisational and time management skills
· Ability to multitask, be a self-starter and take busy days in your stride.
· Demonstrate empathy and compassion for our patients.
· Strong communication in English, both written and spoken.
· High degree of accuracy with regard to patient correspondence/notes
· Ability to complete tasks to deadlines and to a specified standard.
· Ability to be flexible in approach to work.
· Ability to work without close supervision.
· The ability to work to a professional standard.
Desirable
· Good Knowledge of SystmOne – Primary Care clinical and administrative system.
· Ability to undertake searches, construct reports and use other documentation for recording as necessary
Equality & Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Equal opportunity
Bournemouth East Collaborative PCN is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All applicants meeting the minimum criteria for the role will receive consideration for employment without regard to age, marriage or civil partnership status, gender, gender expression or gender identity, disability, race or ethnicity, religion or belief, sexual orientation or veteran status.
Immigration Act 2016
All applicants will be asked to provide the required documented evidence of eligibility to live and work in the UK, prior to the interview. In completing this application, you are giving Bournemouth East Collaborative PCN permission to contact the Home Office/UKBA to establish your immigration status and eligibility to work at Bournemouth East Collaborative PCN.
Bournemouth East Collaborative PCN is not a Tier Sponsor.
Bournemouth East Collaborative PCN reserves the right to close this vacancy early should we receive sufficient applications.
Employer's website
https://bournemoutheastcollaborative.co.uk (Opens in a new tab)
Pay: £13.24 per hour
Benefits:
- Company events
- Company pension
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
