Job overview
To support clinical services in providing efficient administration resources to safely manage the daily demand of referrals entering our services and process these referrals with a patient centred approach to the appropriate clinical services.
Provide comprehensive administrative support across various disciplines and services within the organisation, creating correspondence to support clinical services to enable them to function safely, efficiently and effectively.
All duties outlined are appropriate to the grade and the actual duties will be determined by the individual service/team.
Main duties of the job
1. Carry out procurement of office supplies, review stationery requirements, order printed stationery and other ad hoc items as required by the team.
2. Maintain effective diary management as required by line manager.
3. Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by operational procedures
··Process referrals appropriately by booking appointments for groups or treatment and clinic appointments as required, arranging cancellation of appointments and rescheduling where requested in a timely manner.
·Manipulation of the Electronic Patient Record system to enter and retrieve patient data as required to support the navigation of referrals
·Managing all incoming telephone calls politely and efficiently, taking messages as required and navigating all calls appropriately in line with the Standard Operating Procedure.
·Preparing documentation in the form of letters and other correspondence as directed by the clinical team in an appropriate format
Working for our organisation
Employees, workers, and / or contractors will be expected to uphold the values of the Trust and exhibit the expected Trust behaviours aligned to the Trust’s values. Individuals have a responsibility to ensure that they display the Trust values and behaviours in carrying out their job and that individuals feel able to challenge (or raise a challenge) when other colleagues’ behaviours breach the spirit of Trust values.
Detailed job description and main responsibilities
·To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required.
·Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles.
·To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service.
·Manage the processing of new referrals into the service in accordance with locally defined Standard Operating Procedures. This may include registration of new patients onto the Electronic Patient Record (EPR) system and creating new referrals.
Person specification
PS
Essential criteria
4. NVQ Business Administration / Customer Service or other professional administration qualification Level 2
5. Evidence of continued development or training
6. Good standard of education / 5 GCSE’s or equivalent qualification at grades A – C
7. Demonstrable organisational skills.
8. Ability to work as part of a team
9. Flexible
10. Punctual
11. Working knowledge of data protection, confidentiality and the Caldicott Principles
Desirable criteria
12. Demonstrable communication skills
13. Experience of prioritisation of workload and the ability to work to deadlines.
14. Experience of working in a healthcare environment
15. Experience of taking minutes/notes of meetings