Reception/Administration Clerk

Job Purpose To provide a professional, efficient and compassionate reception and administrative service to patients attending Haematology and anti-coagulation Outpatients. The post holder will support consultants, nurses and the wider multidisciplinary team by undertaking a range of non-clinical duties that ensure the smooth running of clinics and support safe, timely and effective patient care. Main Responsibilities Reception & Patient Administration Provide a welcoming and professional reception service to haematology patients, carers, visitors and staff. Book, cancel and reschedule outpatient appointments in line with clinic rules, Trust policies and clinical priorities. Manage patient attendance at clinics, ensuring all computer systems are updated accurately and in real time. Deal with telephone and face-to-face enquiries from patients, relatives and the public, taking appropriate action or escalating as required. Liaise with Overseas Services where required and notify relevant teams of visitors attending Same Day Emergency Care. Clinic & Pre-Clinic Preparation Undertake pre-clinic preparation, ensuring all required paperwork, clinic lists and documentation are available for patient reviews. Order, locate and book hospital notes as required, ensuring notes are available in a timely manner. Prepare case note folders and complete documentation for new patients. Admit, discharge and transfer patients on Trust systems in line with departmental procedures. Records & Information Management Scan attendance notes, correspondence and clinical documentation onto Trust systems in a timely and accurate manner. File and scan Same Day Emergency Care and specialist oncology notes into patient records. Maintain high standards of data quality, ensuring patient information is accurate, complete and up to date. Assist with requesting copies of medical records when required. Administrative Support Undertake general administrative duties including filing, photocopying, scanning, referrals, post handling and document distribution. Receive, sort, date-stamp and distribute incoming post appropriately. Provide cross-cover within the administration team during periods of absence to ensure service continuity. Communication & Team Working Liaise effectively with consultants, nurses, clinic coordinators, secretaries and multidisciplinary teams across the Directorate and wider Trust. Communicate clearly and professionally, interpreting and conveying information accurately and concisely. Support effective patient pathways through timely communication with internal departments, GPs and external agencies where required. Governance, Training & Compliance Ensure compliance with the Data Protection Act, information governance requirements, Health & Safety, Fire regulations and all Trust policies. Maintain patient confidentiality at all times. Attend mandatory training and participate in in-house training and awareness sessions to remain up to date with service requirements, including transit time targets. Undertake any other duties appropriate to the role and service needs.