Job Overview

We currently have a vacancy for an enthusiastic, motivated individual to join our team. The role involves supporting and co-ordinating the administrative and reception activities within the department by providing an efficient clerical service for patients, staff and visitors. Excellent communication skills and a good standard of education are essential.

This role includes shift allowance 'Day and Night.' It requires 5 years residency and a DBS Check. 

For an informal discussion regarding the role, please contact Nicku Reid on N.Reid2@health.gov.je or call 42245 or 42820.

Statutory Responsibilities

To be responsible and accountable for ensuring the smooth and efficient administration of the Accident and Emergency clerical functions dealing with patients from arrival to discharge, supporting all grades and disciplines of A & E staff by maintaining immediate and effective personal dealings with patients, relatives, visitors, paramedics, nursing and medical staff.

Job Specific Outcomes 1 of 2

• Act as first point of contact and make immediate assessment of client needs as they arrive in the A & E Department.
• Book in all emergency patients efficiently ensuring that patients are dealt with courteously.
• Deal with enquiries from relatives, visitors and the general public both in person and by telephone promptly and courteously, fulfilling their information needs while prioritising and passing on enquiries about patient conditions, patients’ whereabouts/progress through the department, treatment and requests for advice. Observing the waiting room and ensuring that order is maintained in this area.
• To ensure all aspects of accurate up to date information is immediately available through effective use of the Patient Administration System from checking patient detail through booking patients into A & E and entering patient episode outcome while maintaining hospital wide computer interface.
• Manage routine, follow up and urgent A & E Clinic appointments and Outpatient Department appointments by computer on the Patient Administration System. This includes dealing with clinic cancellations and the rebooking of patients’ appointments. Prepare and produce appointment letters for dispatch to patients and GPs as well as discharge summary letters to GPs for A & E patients.
• Liaise with Medical Records, nursing staff and paramedical departments to ensure that the necessary arrangements involving hospital attendance’s are effectively co-ordinated. Act as 24 hour medical records facility registering ward patients on to the Patient Administration System, issuing casenotes and other computer related work.

Job Specific Outcomes 2 of 2

• Extract patient statistical information about the A & E department and prepare printed reports of the departmental activity including clinic lists and sensitive information such as special registers - Child Protection and MRSA when required.
• Print clinic lists for all 25 A & E clinics and ensure that all relevant documentation including x-rays, referral and photocopying is available. Participate in the retrieval of notes and x-rays and organise transport for patients and relatives.
• Accurately and efficiently indexing and inputting previous A & E patient records onto electrical optical disk filing system and disposing of previous records. Retrieving and printing these records on request of Consultant and other professional staff.
• Print hospital in patient lists for use by other disciplines out of hours and maintain up to date filing of blood and other pathology reports and x-ray results.
• Order stationery and general stores items for the A & E department by remote requisitioning. File delivery notes and budget holder’s reports.
• Act as a member of the A & E reception team and provide 24 hour reception cover as requested during bank holidays, sick leave and training and perform any duties as requested by the Charge Nurse of the Accident and Emergency Department.

Knowledge

Excellent communication skills are essential together with a mature and sympathetic approach in order to deal with members of the public and a very wide range of professional staff.. Good interpersonal skills play a major role in this job as the postholder will be working on the Reception Desk in the front line of a busy Hospital Accident and Emergency Department.

General skills / attributes

• Excellent office and organisational skills.
• The ability to prioritise needs and workloads and handle pressure are essential requirements.
• Ability to be versatile, flexible, resourceful and able to make decisions quickly, using own initiative while working single handed.
• Ability to speak a foreign language would be desirable.

Experience

The postholder requires ideally at least 2 years experience in a reception or administrative role. Experience of computerised booking systems and the ability to use a keyboard is essential and a knowledge of medical terminology would be an advantage.