Administration Officer- Radiology B2

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non‑clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The Diagnostics Directorate is looking for a full‑time Administration Officer based at Inverclyde Royal Hospital X‑Ray Department. This is a permanent position. The post will be based within 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 operate with a high degree of autonomy managing their own workload, reprioritising when necessary to accommodate urgent and ad‑hoc requests.

The shift pattern is 36 hours per week over 7 days (in line with reduced working week), Monday to Sunday 8:00 am‑8:00 pm.

• 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.
• 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…