Job description
Job Title: Clinic Administrator (Public Sector) - Belfast - £
Location: Belfast
Start Date: May 2025
Hours: Monday - Friday, 9:00 AM - 5:00 PM
Contract: Full-Time, Temporary
Pay: £ per hour
MAIN DUTIES/RESPONSIBILITIES:.
1. The post holder will provide admin support and assistance
2. The post holder will track and monitor Approved Social Work applications from receipt to discharge, ensure forms are completed within deadlines and the dataset is maintained.
3. The post holder will identify key workers within hospital and community settings through the tracking process, using a wide range of systems EPIC, ECR, PARIS and
4. The post holder will liaise with hospitals, Doctors, Community Teams; Call Management, RESWS and other Health and Social Care Trusts to obtain all relevant data that will inform and support the team
5. The post holder will ensure distribution of referrals for allocation to the appropriate persons in a timely manner, observing legal timeframes.
6. The post holder will ensure the Approved email boxes are cleared on a daily basis.
7. To support the ASW Service in preparation of the ASW Rota and availability of staff.
8. The post holder will screen referrals to ensure correct forms are used and key sections are completed.
9. The post holder will be responsible for printing and posting MHOBs as and when required.
10. The post holder will be the first point of contact for members of staff, health care professionals, and the public making enquiries by telephone or face-to-face. They will ensure calls are handled appropriately and in a timely manager.
11. The post holder will undertake a range of admin support duties including maintaining up to date dataset, record/stats on Microsoft Excel and Microsoft Access, allocating referrals to the appropriate professionals through EPIC, emails, maintaining diary, typing/photocopying and admin support
12. The post holder will process and manage incoming / outgoing mail and ensure that mail is distributed appropriately to relevant staff in a timely manner. .
13. The post holder will collate statistics using Microsoft Excel as and when required.
14. The post hold will support the Team, Admin Coordinator and the Learning and Development Manager in organising Workshops, Forums, Training events, catering etc.
15. The post holder will book venues, process invoices, update and print training packs/material.
16. The post holder will source and order merchandise for the Learning and Development Manager.
17. The post hold will provide administrative services for specific meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as Minute/note taking responsibilities as directed.
18. The post holder will provide efficient organisation and maintenance of Mental Capacity Act and Approved Social Work Service record and information systems in line with Good Management /Good Records guidelines and Trust standards.
19. The post holder will maintain manual and computerised records of work to ensure the Approved is completed accurately and deadlines are met per Legislation.
20. The post holder will provide admin support and assistance
21. The post holder will contribute to the changing needs of the service by attending team meetings.
22. The post holder will manage routine queries, referring to Admin Coordinator when necessary.
23. The post holder will maintain up to date mandatory training.
Essential Criteria
Or
· NVQ Level 2 Administration and two year's relevant administration experience
Or
· 3 years' recent administration experience to include, one years' experience of working with computerised information systems Microsoft Word, Excel, Access, Power Point and Outlook programmes. Particularly use of databases (Access) and spreadsheets (Excel)
Desirable Criteria
Experience in the use of electronic systems EPIC, PARIS, ECR, Microsoft Teams
How to Apply