Royal Adelaide Hospital
JOB AND PERSON SPECIFICATION
Title of Position
Receptionist, Lung Function Laboratory
Administrative Unit
Royal Adelaide Hospital
Classification Code:
Discipline Code:
Division:
Branch:
Administration
Internal Medicine Service
Section:
Lung Function Laboratory
Department Thoracic
ASO-2
Appointment:
Medicine



Permanent
Temporary
Other
Term ...............
Term ...............
Position Number:
Position Created:
Job and Person Specification Approval
All excluding senior positions
................................................ ......./......./.......
CEO or delegate
...................................... ......./......./.......
Commissioner for Public Employment
JOB SPECIFICATION
1.
Summary of the broad purpose of the position in relation to the organisation's goals
(its expected outcome and how it is achieved).
The Receptionist, Lung Function Laboratory is accountable to the Administrative Manager,
Thoracic Medicine and the Administrative Manager, Internal Medicine Service for the
provision of a comprehensive patient reception and booking service in the Department. This
entails using a teamwork approach, ensuring that all work is completed in a timely and
accurate manner, handling more complex work tasks and problems and liaising with other
hospital departments and staff. The Receptionist is part of a multidisciplinary team providing
high quality services to patients and is required to contribute to the culture of quality by active
involvement in ongoing quality assurance activities. As the senior administrative person in
the Lung Function Laboratory, the Receptionist must work without administrative supervision,
monitoring workflow, prioritising work and meeting deadlines.
2.
Reporting/Working Relationships (to whom the person reports, staff for whom the
person is responsible, and other significant connections and working relationships
within the organisation).
The Receptionist, Thoracic Medicine reports to the Administrative Manager, Thoracic
Medicine and the Administrative Manager, Internal Medicine Service through a work group
supervisor. On a day to day basis the Receptionist takes direction from the Senior Medical
Scientist, Lung Function Laboratory.
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3.
Special Conditions (such as non-metropolitan location, travel requirements, frequent
overtime, etc.).
______________________________________________________________________________
Must be prepared to:
 Undertake some out of hours work or work additional days, especially during peak periods
or periods of leave.
 Have a flexible approach to working hours.
 Participate in the Unit’s administrative position rotations.
 Undertake staff rotation between administrative support positions within Internal Medicine
Service
 Attend relevant administrative, departmental meetings and planning sessions.
 Attend relevant education and training sessions as required.
 Must be prepared to participate in an annual performance review process.
 May be required to work at any site within the Central Northern Adelaide Health Service.
.
4.
Statement of Key Outcomes and Associated Activities. (Group into major areas of
responsibility/activity and list in descending order of importance. Continued on next
page)
Ensure high quality reception and booking service in the areas of lung function, thoracic
medicine and sleep disorders medicine by:
 ensuring a responsive and thorough reception service for all patients attending the lung
function laboratory, this requires the Receptionist to be competent at dealing with patients
of all ages, all ethnic backgrounds and who may be ill or infirm, and providing the relevant
information regarding the appointment;
 ensuring efficient booking of patients for lung function and outpatient appointments within
the Department of Thoracic Medicine and the Royal Adelaide Hospital;
 ensuring the accuracy of data in the Department’s and Hospital’s patient data bases;
 ensuring incoming phone calls are handled in a professional manner at all times and
screening incoming telephone calls and distributing to the appropriate person when not
able to deal with the enquiry personally;
 liaising with patients and/or relatives by telephone or in writing regarding planned
attendance dates (or cancellations);
 liaising with other departments and hospitals as required;
 liaising with Medical Records, other hospital staff and departments when difficulties are
encountered and taking remedial action as necessary;
Ensure a high quality reporting and referral service in the areas of lung function, thoracic
medicine and sleep disorders medicine by:
 ensuring that all relevant information is available to consultant medical staff for lung
function and sleep laboratory reporting.
 responsible for collating and sending out signed lung function and sleep study reports to
appropriate doctors ensuring patient information correct and all pages attached;
 monitoring all written referrals received by the Unit, identifying if any require urgent action;
 ensuring referrals are available for laboratory staff on a daily basis;
 ensuring referrals match signed reports and are scanned onto computer;
 liaising with referring doctors by telephone or in writing regarding lung function or sleep
laboratory reports;
 ensure patient medical records are handled confidentially, accurately maintained and
movements are correctly recorded on the hospital file tracking system.
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 responsible for the collection and recording of information required for billing of lung
function tests or sleep studies;
 ensuring that all work is completed in a timely and accurate manner;
Ensure the provision of a high quality administrative support service to the lung function
laboratory, thoracic medicine and sleep disorders and its customers by:
 providing ad hoc secretarial or administrative support for medical, nursing and scientific
staff as required;
 screening and appropriately directing all telephone calls for laboratory staff;
 sorting and distributing mail and faxes, including referrals from GP’s;
 ensure the appropriate stationery and other equipment supplies are maintained;
 ensuring that all work is completed in a timely and accurate manner;
Assist in quality improvement activities within the Lung Function Laboratory by
involvement in activities such as:
 contributing to the development of enhancements and modifications to administrative
process and related information system when required.
 participating in the internal audit processes of the Department;
 having a commitment to continuous improvement;
 taking action in preventing and correcting errors whenever possible;
 assisting in the training and orientation of new or relieving staff and informing them of
relevant changes;
 attending and participating in meetings and training workshops;
 participating in staff appraisal and staff development activities;
 cooperating with other employees to resolve any conflicts or difficulties encountered
during the course of duty;
 providing timely negotiation of leave and notification of sick leave with the Senior
Administrative Assistant or Administrative Manager that have impact on service delivery.
 operating under the Code of Conduct for SA Public Sector Employees and RAH
Corporate Policies, including RAH Confidentiality Code of Conduct;
 carrying out small projects (and information gathering) under direction (i.e. collecting and
compiling information) e.g. Investigating complaints.
 maintaining a strong customer focus;
Contribute toward the provision of a safe and healthy work environment for self and others
by:



Reporting all accidents, incidents and near misses;
Complying with reasonable instructions or procedures aimed at protecting the health and
safety of themselves and others; and
Carrying out responsibilities as detailed in occupational health, safety and injury
management policies and procedures.
Contribute to the maintenance of a healthy, safe and equitable working environment by
maintaining a knowledge of and adhering to the principles and standards of Equal
Employment Opportunity Legislation which ensures all employees in the workplace are
treated in a fair and equitable manner, free from discrimination, bullying and harassment.
As required, achieve other outcomes commensurate with this classification level.
______________________________________________________________________________
Acknowledged by Occupant…………………………………………………
……/……/……
______________________________________________________________________________
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PERSON SPECIFICATION
ESSENTIAL MINIMUM REQUIREMENTS
EDUCATION
 Completion of, or willingness to undertake relevant studies and/or courses.
______________________________________________________________________________
PERSONAL ABILITIES/APTITUDE/SKILLS:
______________________________________________________________________________

Excellent numeracy, spelling and grammar skills.

Demonstrated initiative and good organisational skills - ability to set priorities for work and to
undertake some problem solving with limited assistance;

Proven ability to communicate appropriately and interact effectively in all situations with
patients (clients) / relatives (family) and visitors;
______________________________________________________________________________
EXPERIENCE:
______________________________________________________________________________

Previous experience working within a hospital environment and/or with hospital computerised
systems including Microsoft Office programs such as Word and Access;

Experience in use of a patient data base;
______________________________________________________________________________
KNOWLEDGE:
______________________________________________________________________________

Knowledge of medical terminology;

Basic understanding of employee responsibility with respect to health and safety principles and
equal employment opportunities;

Working knowledge of, and commitment to Equal Opportunity and Occupational Health Safety
and Welfare policies and Legislation;
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DESIRABLE REQUIREMENTS
_____________________________________________________________________________
EDUCATION:
_____________________________________________________________________________
 Progression towards or completion of a Certificate in Office Administration
______________________________________________________________________________
PERSONAL ABILITIES/APTITUDE/SKILLS:
_____________________________________________________________________________

Demonstrated ability to handle difficult situations with confidence
_____________________________________________________________________________
EXPERIENCE:
_____________________________________________________________________________

Experience in working in areas where confidentiality must be applied and maintained.

Experience in carrying out a wide range of health-care related administrative duties;

Knowledge of information systems used within the Central Northern Adelaide Health Service.
_____________________________________________________________________________
KNOWLEDGE:
_____________________________________________________________________________

Knowledge of Central Northern Adelaide Health Service or Royal Adelaide Hospital policies
and procedures;

Knowledge of inter-relationship of the Royal Adelaide Hospital units and departments.
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