Job vacancy: Endoscopy Booking Coordinator, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area

Endoscopy

Grade

Band 3

Contract

Permanent

Hours

Full time
Part time

37.5 hours per week

Job ref

203-EL745

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Endoscopy Admin - Warwick Hospital
Town: Warwick
Salary: £22,816 - £24,336 per annum
Salary period: Yearly
Closing: 14/07/2024 23:59

Endoscopy Booking Coordinator

Band 3

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Detailed job description and main responsibilities

Negotiate patient appointments to attend for endoscopy procedures, working against agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates.

Ensure all relevant patient information is recorded on the Trust’s IT system and updated accordingly, including early offers of operation date.

To be the point of contact in the Trust for booking enquiries from patients.

Work flexibly and provide cross cover for colleagues in the Department.

Deal with day to day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner.

Booking Management

Liaise with clinicians to create a database of procedures times, together with key information regarding fully utilising endoscopy lists.

Strict adherence to sequential booking, access booking times and the waiting list policy is essential.

Order any specialised equipment as necessary in a timely manner to ensure equipment is available for the list.

Ensure any patients who have not responded to invite letters are dealt with in line with the waiting list policy.

Create and distribute procedure lists appropriately to relevant areas, informing of any changes when they arise.

Communication

Be clear, concise, polite, friendly and professional when communicating with patients, their relatives and carers as well as with hospital consultants, nurses, other health professionals, hospital staff from own and other departments and staff from general practice.

Exemplify best practice in communication with patients, relatives and carers.

Ensure patients are sent appropriate communications regarding their appointments i.e confirmation letter to patient, reschedule letter, along with any relevant information.

Communicate with patients of an individual basis both face to face and over the telephone, to both book patient appointments and answer queries on behalf of the clerical team.

Service Improvement / Team Development

Be involved in the development & revision of protocols & processes as required.

Co-operate in the introduction of new technology and developments associated with the Patient Administration System.

Ability to provide advice and train staff in the administrative processes on the Unit.

Data Quality

Ensure any data entries are accurate and good record keeping is maintained at all times.

Ensure surveillance waiting lists are regularly validated and actioned to ensure accurate and timely booking for all patients.

Plan own daily workload, including routine, periodic checks on outstanding work to ensure patients are appointed systematically and in turn, in line with Cancer, Diagnostics and 18 week targets.

Participate in any patient satisfaction surveys carried out for the Endoscopy Unit.

Person specification

Qualifications

Essential criteria

Good command of the English language – both written and spoken. GCSE Level or equivalent standard
Typing or word processing qualification or minimum of one year’s experience

Desirable criteria

European Computer Driving License
NVQ 3 Customer Service / Administration

Experience

Essential criteria

Experience of waiting list management
Experience of Booked Admissions
Previous customer service experience

Desirable criteria

Medical secretarial skills

Skills

Essential criteria

Demonstrate knowledge of waiting list management
Proficient word processing skills
Ability to develop good working relationships with medical and other hospital staff at all levels
Ability to communicate verbally in a clear and effective way both face to face and on the telephone
Ability to deal tactfully and efficiently with a wide range of people eg. Patients, visitors, medical staff in a helpful manner
Ability to prioritise workload and use own initiative
Understanding of the importance of confidentiality
Knowledge and use of Outlook, Excel and Word
Knowledge of Patient Administrative System
Good understanding of clinical procedures in order to manage waiting lists

Desirable criteria

Knowledge of Medical terminology

Personal Qualities

Essential criteria

Display a flexible approach to work and the ability to cope with changes in environment and new technology
Self-confident
Professional manner
Willing and able to work as part of a team

Other

Essential criteria

Flexible working hours will be required
Good attendance record
Able to work for prolonged periods on a VDU

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.