Job title: Administrator
Reports to: Senior Clinical Project Manager
Hours: 20 hours per week (Monday to Friday)
Salary:£12.71 per hour
Purpose
The role is pivotal in ensuring patients are seen in the right place and at the right time, with the hubs where services are provided operating effectively and efficiently. The manager will work across the entire SoliHealth service footprint while being based at the main hub.
Main responsibilities
* Coordinate and schedule pre‑booked and same‑day appointments for SoliHealth services (including the Solihull Locality Hub, Solihull Community Skin Service and LARC service).
* Maintain regular direct and indirect contact with patients, carers and relatives.
* Liaise with external agencies and services such as hospitals, GP surgeries and medical secretaries, Health Visitors, District Nurses, and pharmacies.
* Answer telephone calls on behalf of the team, handle patient enquiries politely and efficiently, and resolve issues where appropriate.
* Make own administrative decisions as appropriate.
* Register new patients onto the TPP SystmOne system, ensuring all referrals, results and clinical correspondence are scanned and recorded on time.
* Arrange timely appointments and follow‑up appointments with the appropriate health professional as directed.
* Prioritise own workload daily, assessing and judging tasks to meet deadlines.
* Provide and receive complex information on a daily basis, exercising initiative and judgement based on experience when dealing with clinical and non‑clinical enquiries.
* Support compliance with CQC and other statutory registration requirements.
* Travel to SoliHealth locations across Solihull as required.
* Carry out any other duties required to support organisational delivery.
Governance & Compliance
* Support work required for compliance with CQC and other statutory registration requirements.
* Meets all applicable health and safety, infection prevention and control, safeguarding, and information management and technology policies.
* Participate in mandatory training on safeguarding children and adults and report any concerns.
* Participate in annual individual performance reviews and maintain a record of personal and professional development.
Person specification
* Education: Good general education (e.g., GCSE/NVQ equivalent Maths and English) and excellent numeracy skills.
* Knowledge: Detailed knowledge of Microsoft Office (Word, Excel, Outlook) and the TPP SystmOne clinical system.
* Experience: Minimum 2 years in a similar public sector administrative role, experience dealing with confidential information, and maintaining office systems.
* Personal qualities: Excellent time‑management and prioritisation skills, confident dealing with people at all levels, self‑motivated, enthusiastic and approachable.
* Practical circumstances: Ability to travel to multiple sites when required, willingness to undertake DBS checks, and a UK driving licence.
Equality and Diversity
The organisation is committed to promoting equal opportunities to achieve equity of access, experience and outcomes, and to recognising and valuing people’s differences. This applies to all activities as a service provider and as an employer.
Confidentiality
Staff are required to protect patients’ confidential information and shall not disclose it to unauthorised persons. All sensitive data must be handled in accordance with SoliHealth policies and relevant legislation.
Disclosure and Barring Service Check
Due to the Rehabilitation of Offenders Act (Exceptions Order) 1975, a submission for Disclosure and Barring Service (DBS) checks will be required.
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