Job summary
Offer
administrative assistance to the Counselling team and project a positive and
friendly image to patients and other visitors, either in writing or via the
telephone.
Facilitate
effective communication between patients, counsellors and other primary health
care team, and other associated healthcare agencies.
Proactively
engage and provide administrative support to the counsellors and patients using
the service, so that waiting list is managed effectively, as well as ensuring
that the administrative side of the counselling service is run in an organised
and confidential manner.
Main duties of the job
To check daily counselling referrals on EMIS
Reporting
To log all referrals daily in an online shared
working file
To keep up-to-date counsellor appointment
availability on the working file
To allocate patients to counsellors who have
available appointments as soon as possible, being mindful of Urgent referrals
& Complex needs.
To check counselling service emails and
voicemails for patients opt in messages daily
To confirm appointments by email and/or
telephone with patients
To confirm by email with counsellors when
patient is allocated, providing adequate referral information for counsellors
to be able to communicate with and work with patients.
To log appointments on EMIS for each new
counsellor/patient allocation and update the working file accordingly, as well.
To manage any course referrals separately
To collect all discharge paperwork and log
discharged patients on the working file
To liaise with the facilitators of the courses
about course details and any administrative tasks related to the course.
To manage any other communication between
patients and counsellors on a need-to-know basis in a timely manner.
To keep counsellors informed of any changes or
problems arising always copy supervisors in email communication.
To set up and maintain EMIS templates for counsellors.
About us
Putneymead Group Medical Practice is a
large, forward thinking, supportive & friendly training practice operating
in a spacious modern premises. We possess multiple services within our premises
including pharmacy,
osteopathy & sports rehab, private consultant clinics.
We have a large clinical
team which includes 20+ GPs, 3 PA, 4 Pharmacists, 3 Physios, 5 nurses, 4 HCAs.
We support an approximate
26,000 patient population which offers great exposure to a variety of patient
needs. As a teaching practice we hold a strong ethos in learning and
development of our staff
Job description
Job responsibilities
The
duties and responsibilities to be undertaken by the Counselling Administrator
may include any or all of the items listed in the list below.
Duties
may be varied from time to time under the direction of Lead Counsellors,
depending on current and evolving Counselling Service workload as well as
staffing levels:
To check daily counselling referrals on EMIS
Reporting
To log all referrals daily in an online shared
working file
To keep up-to-date counsellor appointment
availability on the working file
To allocate patients to counsellors who have
available appointments as soon as possible, being mindful of Urgent referrals
& Complex needs.
To check counselling service emails and
voicemails for patients opt in messages daily
To confirm appointments by email and/or
telephone with patients
To confirm by email with counsellors when
patient is allocated, providing adequate referral information for counsellors
to be able to communicate with and work with patients.
To log appointments on EMIS for each new
counsellor/patient allocation and update the working file accordingly, as well.
To manage any course referrals separately
To collect all discharge paperwork and log
discharged patients on the working file
To liaise with the facilitators of the courses
about course details and any administrative tasks related to the course.
To manage any other communication between
patients and counsellors on a need-to-know basis in a timely manner.
To keep counsellors informed of any changes or
problems arising always copy supervisors in email communication.
To set up and maintain EMIS templates for counsellors.
To log dates of counsellors, leave/absence
when informed on working file and ensure EMIS reflects their absences accordingly.
To inform Counselling Leads about any problems
arising from counsellors
To keep up-to-date Mental Health data
To submit Mental Health data every month by
given deadline
To ensure that working file is always up to
date so that audit information can be immediately extracted.
To be mindful we are working with vulnerable
adults, some of whom may have problems with communication in organising appointments.
To attend counselling team meetings monthly
and when invited by counselling leads
Job description
Job responsibilities
The
duties and responsibilities to be undertaken by the Counselling Administrator
may include any or all of the items listed in the list below.
Duties
may be varied from time to time under the direction of Lead Counsellors,
depending on current and evolving Counselling Service workload as well as
staffing levels:
To check daily counselling referrals on EMIS
Reporting
To log all referrals daily in an online shared
working file
To keep up-to-date counsellor appointment
availability on the working file
To allocate patients to counsellors who have
available appointments as soon as possible, being mindful of Urgent referrals
& Complex needs.
To check counselling service emails and
voicemails for patients opt in messages daily
To confirm appointments by email and/or
telephone with patients
To confirm by email with counsellors when
patient is allocated, providing adequate referral information for counsellors
to be able to communicate with and work with patients.
To log appointments on EMIS for each new
counsellor/patient allocation and update the working file accordingly, as well.
To manage any course referrals separately
To collect all discharge paperwork and log
discharged patients on the working file
To liaise with the facilitators of the courses
about course details and any administrative tasks related to the course.
To manage any other communication between
patients and counsellors on a need-to-know basis in a timely manner.
To keep counsellors informed of any changes or
problems arising always copy supervisors in email communication.
To set up and maintain EMIS templates for counsellors.
To log dates of counsellors, leave/absence
when informed on working file and ensure EMIS reflects their absences accordingly.
To inform Counselling Leads about any problems
arising from counsellors
To keep up-to-date Mental Health data
To submit Mental Health data every month by
given deadline
To ensure that working file is always up to
date so that audit information can be immediately extracted.
To be mindful we are working with vulnerable
adults, some of whom may have problems with communication in organising appointments.
To attend counselling team meetings monthly
and when invited by counselling leads
Person Specification
Experience
Essential
- Proven experience of working in a similar role
- Proficient in the use of Microsoft Office applications (including Word, Excel, and Outlook)
- Experience in providing administrative support.
- Understanding the absolute need for confidentiality and be able to demonstrate appropriateness of sharing information.
Desirable
- Experience of working with multi-disciplinary teams
- Experience of EMIS Patient Record System
Skills and Abilities
Essential
- Excellent communication skills both verbal and written.
- Ability to communicate effectively and fluently in English on the phone and via email.
- Good organisational skills including diary management.
- Ability to produce detailed reporting information on service levels and other statistical information.
- Ability to prioritise, meet deadlines and provide a high-quality service.
Behavioural Competencies and Skills
Essential
- Empathic
- Ability to work alone.
- Adaptable to meet the changing needs of the role.
Qualifications
Essential
- GCSE grades A to C in English and Maths or equivalent
- Competent in creating and maintaining documents in Word and Excel
Desirable
- NVQ level 2 in administration or equivalent
- Experience working with/maintaining electronic records.
Person Specification
Experience
Essential
- Proven experience of working in a similar role
- Proficient in the use of Microsoft Office applications (including Word, Excel, and Outlook)
- Experience in providing administrative support.
- Understanding the absolute need for confidentiality and be able to demonstrate appropriateness of sharing information.
Desirable
- Experience of working with multi-disciplinary teams
- Experience of EMIS Patient Record System
Skills and Abilities
Essential
- Excellent communication skills both verbal and written.
- Ability to communicate effectively and fluently in English on the phone and via email.
- Good organisational skills including diary management.
- Ability to produce detailed reporting information on service levels and other statistical information.
- Ability to prioritise, meet deadlines and provide a high-quality service.
Behavioural Competencies and Skills
Essential
- Empathic
- Ability to work alone.
- Adaptable to meet the changing needs of the role.
Qualifications
Essential
- GCSE grades A to C in English and Maths or equivalent
- Competent in creating and maintaining documents in Word and Excel
Desirable
- NVQ level 2 in administration or equivalent
- Experience working with/maintaining electronic records.
