Administration Officer- Patient ServicesinPaisleyinPaisleyPUBLISHED FRI 28 MAR 2025

NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

This is a permanent, fulltime post of 37 hours per week, with a shift pattern is 8:45am-5:30pm Monday to Thursday 8:45am- 4:30pm on Friday.

The Diagnostics Directorate is looking for an Administration Officer for the Clyde Sector, Imaging Department.

The primary purpose of this role is to provide a comprehensive, confidential, efficient, high quality and timely administrative rotational support within the main Radiology department, booking office and sub departments.

The Post Holder Will Be Responsible For

• Providing an efficient reception and administration support within the Radiology Department.
• Opening and closing reception areas/department as appropriate.
• First point of contact within the Department for external and internal patients.
• Registering confidential patient data on RIS, registering & updating patient demographics efficiently and with a high level of accuracy.
• Make full use of various patient information systems to update patient demographics, appointments, waiting lists, and tracking as appropriate to ensure that there is a full audit trail for reports and films.
• Co-ordinate CRIS (Clinical Radiology Information System) diaries with available Radiologist/Radiographer sessions on distribution of the weekly rota, ensuring that all sessions are filled according to availability of Radiologists and that National Waiting Time Guarantees are achieved.
• Coordinate all patients’ appointment letters, including all relevant information eg, fasting instructions, and preparation in accordance with NHS Government Regulations on waiting times.
• Communicate with patients regarding changed and cancelled patient appointments, as required often at short notice.
• Organise patient transport and interpreting services as per site protocol
• Communicate with patients face to face or via telephone conversation with any concerns they may have regarding appointments, cancellations, waiting list times and any preparations required for their examination in a sympathetic & diplomatic manner to allay their fears.
• Issue verified verbal and written diagnostic reports to referrers in line with Departmental policy.
• Pull films and download PACS (Picture Archiving and Communication System) images as appropriate, ensuring accurate tracking is maintained on CRIS (Clinical Radiology Information System).
• Plan and organise in advance all appropriate documents and film retrieval where required for comparative purposes during reporting.
• Accurate filing of films and request cards.
• Request films from other hospitals for comparative reporting in line with departmental guidelines.
• Provide information in relation to waiting lists to the supervisor on a daily basis.
• Carry out basic audits in relation to the number or type of examination requests or patient attendances for service planning purposes.
• Ensure that research codes are recorded against patient attendances to ensure accurate records are available in relation to research and trials.
• To undertake housekeeping duties in filing and other A&C areas as outlined in weekly cleaning schedules, including culling of files, tidying of filing areas, booked within the waiting time targets to the booking office supervisor or office manager.
• Issue relevant preparatory instructions, either over the telephone or by instruction letter for the examination or procedure, giving priority to urgent requests and ensuring that requests are assigned to the appropriate Consultant’s specialist list.
  
  

The post holder will operate with a high degree of autonomy managing their own workload re-prioritising their workload when necessary to accommodate urgent and ad-hoc requests.

Essential

• Proficient in the use of software systems, including Microsoft Office packages i.e. Word, Excel, Outlook and Teams.
• Good organisational and communication skills, including the ability to prioritise and work under pressure to tight timescales.
• Flexible approach and an understanding of the principles of good teamwork.
• Ability to work proactively on own initiative, flexibly and independently.
  
  

Desirable

• Basic knowledge and understanding of medical terminology required at entry which will develop through training & experience to a specialist level.
• Knowledge and understanding of working procedures and regulations related to Imaging acquired through experience.
  
  

For more information, please contact: Laura Johnstone, Administration Manager (Clyde Sector), ,

This role does not meet the eligibility criteria for a or a NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (CoS).

Details on how to contact the Recruitment Service can be found within the Candidate Information Packs.

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognisingmilitary skills, experience and qualifications during the recruitment and selection process.

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