Outpatient Referrals Administrator

Are you highly organised, motivated, and looking to make a real difference for patients? We are looking for an Outpatient Referrals Administrator to join our supportive and friendly Outpatient Referrals Team at County Hall.

Key attributes sought

• Has strong administrative and organisational skills.
• Can work accurately under pressure and manage a busy workload.
• Communicates clearly and professionally with colleagues and external stakeholders.
• Is keen to learn and comfortable using IT systems and digital platforms.
• Demonstrates the Trusts values in their day to day work.

Main duties of the job

As an Outpatient Referrals Administrator, you will play a key part in ensuring patients are referred swiftly and accurately to the right services. You will receive full training and ongoing support to help you succeed in the role.

Your responsibilities will include:

• Managing and processing incoming GP patient referrals.
• Handling referrals submitted via Cinapsis Advice & Refer.
• Using a range of local and national NHS systems.
• Ensuring all information is accurate, timely, and processed in line with Trust procedures.

Communicate with GP practices, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face.

Receive telephone calls and enquiries, taking appropriate action, or, where necessary, re direct or accept a message on behalf of members of the team.

Report any complaints/comments or requests to the Outpatient Senior Referrals Administrator immediately. Have the knowledge and knowhow of when to refer to PALS.

Dealing with queries from consultants and other Trust staff and to have the initiative to know when help from a more senior staff member is required.

Have an excellent telephone manner; this is imperative to ensure that clear and concise information is exchanged to patients and staff.

Working within set work patterns, prioritise own work efficiently and effectively to ensure all administrative duties are met, highlighting any issues to the Outpatient Senior Referrals Administrator.

Work flexibly across the department as required.

Entering and retrieving data from hospital computer systems.

Disposing of confidential waste.

Keep an organised and tidy office environment.

Monitoring referrals and assisting with managing worklists in e Referrals, Maxims and Cinapsis.

Data quality validation under supervision.

Assisting in training of new staff in simple tasks where appropriate.

Sending and replying to patient and staff emails in a timely manner.

Dealing with incoming and outgoing post.

Monitoring the trust/RMC shared drive to ensure all referrals are correctly received and uploaded into the trust PAS system.

Qualifications and Experience

• As a minimum GCSEs in English Language and Maths or functional skills.
• Experience of dealing with patients/customers, evidence of prioritising workloads/good time management, proven experience of working well as part of a team.
• Experience of working in a healthcare setting/previous experience of NHS administration processes.
• Minimum 1 year office experience within last 5 years.
• Experience of high volume contacts with patients/customers using the telephone.

Essential IT & Communication skills

• IT literate; including recent experience of using Microsoft packages such as Word, Outlook and Excel.
• Must be able to communicate in English Language, both written and verbally appropriate.
• Excellent communication skills, able to communicate effectively at all levels.
• Ability to maintain good quality professional relationships even when dealing with contentious matters.

Desirable skills

• Knowledge of medical terminology.
• Working knowledge of in house hospital systems.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Somerset NHS Foundation Trust

County Hall, The Crescent, Taunton, Somerset, TA1 4DY

(Opens in a new tab)