Administration Officer - Radiology

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.

The shift pattern is 8:30am-5:30pm Monday to Wednesday / 8:30am- 4:30pm Thursday & Friday (37 hours per week).

The Diagnostics Directorate is looking for a fulltime Administration Officer for the Clyde Sector, Imaging Department. This is a permanent position. The post will be based within the Inverclyde Royal Hospital. Occasional travel across the Clyde Sector may be required as well as GGC as per service needs.

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 Vacancy Request Form (VRF) Approved January 2024 Page 3 of 10 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 Consultants specialist list.

The post holder will operate with a high degree of autonomy managing their own workload reprioritising 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

Informal contact: Jason McGinlay,  Administration Manager (Clyde Sector), , Jason.McGinlay@ggc.scot.nhs.uk

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

NHS Greater Glasgow and Clyde 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, recognising military skills, experience and qualifications during the recruitment and selection process.

NHS Scotland is reducing their full time working week from 37.5 to 37 hours per week from 1 April 2024 but with no change in pay.  This reduction will also be applied pro rata for part time staff.  This advert and any subsequent offer/contract of employment therefore reflects the new working hours. 

However, as not all service areas will be able to adopt the 37 hour working week immediately from 1 April 2024, you may be required to work up to an additional 30 minutes per week for a temporary period for which you would be paid until the service you are working in changes rosters or working patterns to accommodate the new reduced working week.  If you have any questions or concerns please contact the Recruiting Board.

For application portal/log-in issues, please contact Jobtrain support hub in the first instance.