Workforce Directorate
Human Resources
Recruitment Team
High East, Crichton Hall, Dumfries DG1 4TG
Fax: 01387 244043
Email: dg.recruitment@nhs.net
JOB DESCRIPTION for the following vacancies:
VACANCY REF No:
G621a.13
VACANCY (Post Title):
Outpatient Administrator
GRADE:
Band 4
SALARY:
£18,838 to £22,016 pro rata
HOURS:
30hpw
Monday to Friday 08.30 to 15.00
Permanent
We are looking for enthusiastic, motivated and committed individual to join the team
within Outpatients in this new post. You will be working very closely with Senior Charge
Nurse. You should have excellent communication and interpersonal skills, possess good
organisational skills and be willing to develop skills appropriate to the area. Experience in
working within the NHS and a recognised qualification in Business Administration is
desirable
For informal enquiries please contact:
Arlene Horsburgh, SCN Ward 4, on 01387 246246 Ext: 32604
or
Diane Robertson, SCN Outpatients, on 01387 246246 Ext: 32251
Closing Date:
Thursday 14th November 2013 at 5.00pm
Criminal Record Check
With effect from 28th February, 2011 posts considered to be within "Regulated Work"
with Children and/or "Regulated Work" with Protected Adults will require membership of
the Disclosure Scotland Protection of Vulnerable Groups Scheme (PVG Scheme) as a
condition of employment.
Please note:
You do not have to do anything about PVG Membership when submitting your
application form for the post. Candidates selected for appointment will be advised on
how to become a PVG Scheme Member prior to taking up the position.
Further information on the PVG Scheme Membership can be found at the
following:- http://www.disclosurescotland.co.uk/pvg
Standard Disclosure Check
For other roles not considered to be within "Regulated Work with Children" and/or
"Regulated Work with Protected Adults", a Standard Disclosure Check may be required
and the cost of this will be met by NHS Dumfries & Galloway.
Applicants who have lived outside the UK within the last five years, if offered a position,
in addition to a Disclosure Scotland Check, will be required to provide a completed
police record check (Certificate of Good Conduct) from the police authority in the
country or countries in which they were resident.
1. JOB IDENTIFICATION
Job Title:
Outpatients Department Administrator
Directorate
Acute
Department(s):
Out Patient Department, DGRI
Job Holder Reference:
No of Job Holders:
1
2. JOB PURPOSE
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To manage the organisation of clinics and nursing cover within the outpatient
setting.
To support the smooth running of the outpatient department.
To provide Healthcare Support Worker assistance to clinics as required.
3. ORGANISATIONAL POSITION
General Manager
Nurse Manager
Senior Charge Nurse
This post
4. SCOPE AND RANGE
The post holder will act as a point of contact for clinic requests and provide
administrative support to the outpatient department.
Provide Healthcare Support workers assistance into clinics on an ad hoc basis.
Manage the day to day allocation of clinics and staff as delegated by the Senior
Charge Nurse (SCN)
5. MAIN DUTIES/RESPONSIBILITIES
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Access, appraise and apply knowledge and information to ensure suitable staffing for
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clinics on a day to day basis as delegated by SCN and liaising with SCN and Health
Records PFB/OPD manager as required.
Link with outpatient booking team to ensure all cancellations have been notified to
support efficient use of resources.
PECOS ordering
Stores Ordering (authorised signatory up to £500)
Input on SSTS system and maintain changes on a daily/weekly basis e.g. roster
changes, sickness, absence input.
HR.net usage e.g. booking mandatory training/input data/updates as directed by
SCN
Liaise with waiting times team re extra clinics, making suggestions for improvements
and efficiencies where appropriate
Duty rosters made in conjunction with TOPAS booking and SCN check
Booking of patients onto Endocrine nurse led clinic as per skill mix
Daily check of TOPAS clinic system
Daily audit of clinical outcomes sheets for discussion with SCN for dept meeting
Collect and record audit information
Use knowledge and understanding of staffing/skill mix requirement when clinics are
reinstated or allocated through waiting times.
Compilation of fixed term contract review letters as directed by SCN
Completion of vacancy control forms as directed by SCN
Liaise with managers around consultant job plans to provide clinic space
Manage the maintenance of clinic and ward equipment to ensure it is fit for use
Will provide Healthcare Support workers (HCSW) input to clinics on an ad hoc basis
to cover periods of absence i.e. holidays, sickness
To provide personal administrative support to outpatients department, ambulatory
care/23 hour and SCN
Constructing standard response letters for a range of issues
Work with Managers and contribute to clinic utilisation discussions to support future
department planning
Prioritise work effectively to meet service needs
Receive, screen and re-route telephone calls and face to face enquiries from all staff
levels, patients, members of the public, to provide assistance and advice as required,
passing information timeously to ensure effectiveness of service
Production of letters/documents which may be of a sensitive nature – adhering to
confidentiality
Word processing a variety of documents, producing letters, memos, reports and
documents from audio/written reports
Distribute information, memorandum, circulars etc as appropriate
Follow-up action on correspondence and liaison with other departments/units
Develop and maintain a filing system
Filing and safekeeping of confidential papers and staff personal records
To deal with abusive and aggressive behaviour by staff/clients in a polite and
understanding manner
Directly support meetings and working groups, take minutes as required, prepare
agendas, minutes, current issues and collate papers as necessary
To keep work with clinic staff patients informed of any delays that are expected for
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appointments – this includes ensuring adequate signage.
Book tests as agreed with Consultants.
6. SYSTEMS AND EQUIPMENT
Systems
TOPAS – patient
SSTS
HR.net – workforce
PECOS – stores ordering
Microsoft Office Suite
Equipment
Computer
Printer
Photocopier
Clinical equipment for specific clinics as required
7. DECISIONS AND JUDGEMENTS
 The postholder will manage own workload on a daily basis.
 Will have responsibility for allocating staff to clinics, referring to the SCN only if
unable to resolve conflicts in staffing availability
 Work without direct supervision
 Will use own judgement and discretion when routing enquiries.
 Will work within agreed parameters but with freedom to act within this agreement.
8. COMMUNICATIONS AND RELATIONSHIPS
 Will require to work closely with
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Patient access & waiting times team
Health Records PFB/OPD manager
Senior Nursing and Medical Staff and General Manager
 Will be expected to communicate with staff within the department to ensure smooth
day to day running of clinics
 Will ensure SCN is kept up to date on any outpatient department issues.
9. PHYSICAL DEMANDS OF THE JOB
 Long periods of concentration when allocating and managing clinics
 May be required to juggle clinical support whilst there is an expectation of completion
of administrative role.
 Frequent use of VDU
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
 Managing expectations of staff at all levels in relation to:‫־‬
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Availability of clinic rooms
Additional clinical activity
Managing short notice cancellation of clinics
Balancing administrative support for outpatients and ward area
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Essential
 Experience of no less than 3 years working in administration
 HND or equivalent portfolio of experience and education
 Excellent IT skills
 Evidence of the ability to manage complex requests, analyse information and
respond appropriately
 Advance knowledge of Microsoft office
 Confidence and knowledge to act without direct supervision
 Must complete HCSW induction standards
 NHS experience
Desirable
 Previous experience of working as a HCSW
12. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each
jobholder to whom the job description applies.
Job Holder’s Signature:
Date:
Head of Department Signature:
Date:
NHS DUMFRIES & GALLOWAY
PERSON SPECIFICATION
JOB TITLE: - Outpatients Department Administrator
ESSENTIAL
DESIRABLE
Qualifications
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HND or equivalent portfolio of
experience and education
SVQ Level 3 Administration.
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ECDL qualification
Note taking qualification
Recognised qualification in Business
Administration
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Previous NHS experience
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Evidence of high standard of
communication skills
Experience
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Previous experience of working at
Administration level
Ability to manage change in focus a
number of times on any day
Ability to concentrate while working
under pressure in stressful situations
and respond effectively and efficiently
to rapidly changing priorities and
deadlines
Understanding of data protection
legislation and the importance of
confidentiality.
Knowledge
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Knowledge of office
practice/procedures
Advanced knowledge of Microsoft
Office packages
Confidence and knowledge to act
independently as appropriate in
dealing with sensitive information and
situations.
Skills
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Excellent I.T. skills