Secretarial/Admin Support

Job Description

We need secretaries at St Marys Hospital for Women & Children who can type and clinic coordinators to register referrals and book appointments.* Use the following systems as required: PAS, CWS, ICE , Medisec, CRIS, ACUBase, GEMS, G2, ORMIS, Microsoft OfficeMUST HAVES - A good communicator; able to deal with patients telephone calls and queries face to face & by telephone, trustworthy, sympathetic re patients are anxious, organised and capable of escalation if required. Experience of working in a private IVFprovider. To be able to use their own initiative Candidate used various systems. Desirable - Candidate worked in finance/payments (dealt with money and can take payments from patients (Capita).Job description To provide customer service support for the fee paying service, satellite and donor sperm/egg bank. This will involve responding to telephone and on-line enquiries each morning. To manage the administration of the fee paying, donor and satellite IVF service.Ensuring excellent communication with other providers and timely provision of information and to ensure a professional and friendly response to all external enquiries.* To act as first point of contact for patients enquiring about the fee paying and donor sperm and egg bank service in the Department of Reproductive Medicine.* To respond to and follow-up telephone and on-line enquiries in a timely manner. This will involve supporting clients with navigation of the relevant website and resolving any queries.* To process orders and payments using the relevant software system. Process refunds in line with the departments refund policy.* Liaise with laboratory and clinical staff to ensure prompt co-ordination of delivery arrangements.* Liaise with staff at all levels to ensure the coordination of patient fee paying treatment from start to end of treatment.* To meet with patients after consultations with consultants/nurses.* Daily use of Microsoft Excel to input patient and financial data.* Liaise with the finance department to ensure financial data is accurately recorded within a timely manner.* To proactively ensure the provision of a comprehensive, high quality and efficient administrative and secretarial service for satellite arrangements, including identifying improvements to team and/or department working practices, implementing policiesand affecting change by proposing amendments/ improvements* To arrange and take minutes of meetings, prepare appropriate paperwork and follow up actions as required.* Manage the day-to-day workload, ensuring that priorities are identified and dealt with and that problems are resolved as quickly as possible including liaising with external bodies* Undertake general office duties e.g. photocopying, filing, etc.* Take messages and telephone calls and emails from staff, patients, relatives and other liaison with internal and external departments or organisations and deal with their enquiries, referring on when required* Provide cover and support as required for the Reproductive Medicine Department.* Type correspondence and reports, arrange procedures, investigations and appointments for patients under the care of designated consultants and clinical staff* Liaising with external satellite clinics to co-ordinate patient treatment and share appropriate information in line with GDPR.* Exercise independent judgment and initiative based on acquired experience and knowledge when problems arise, by taking appropriate action to resolve the problems or referring to the appropriate person. This includes follow-up with investigation results,ensuring that all results are presented to medical staff and subsequently actioned/filed onto patients medical records, and that accurate demographic information is maintained on each patient* Assist with investigations into incidents and the complaints resolution procedure as appropriateThis job description seeks to provide an outline of the duties and responsibilities of the post. The job holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager. The post holder will be requiredto work across the DivisionThese placements are temporary and will be paying £11.53 per hourMonday to Friday 9:00-5:00