Assistant Clinical Services Administrator

Job description

Job responsibilities

Job Title:

Assistant Coordinator - Clinical Support Services

Salary:

£25,000 - £27,500

Speciality :

Corporate, Head office

Hours:

37.5 (Flexible - cover between 8am 6pm)

Employment Type:

Permanent

Accountable to:

Clinical Services Coordinator

Responsible to:

Head of Operations

Responsible for:

Administration support for Clinical services

Location:

Office Location and visiting various sites across Bexley

The Assistant Coordinator will provide support, deputise, work alongside and report to the Clinical Services Coordinator to ensure that the Clinical Services Operational area is seamless on matters including but not limited to:

Coordinating current and new services including rota management, stock ordering, liaising with patients, booking appointments, checking monthly timesheets/invoices and expenses. Carrying out patient feedback for all services alongside general Administrative duties.

This role requires a flexible, organised and experienced Coordinator, with excellent communications skills, who is IT literate and who works to a proficient level in excel.

Key relationships include but are not limited to:

Internal Relationships

Clinical Services Operational Team (including Coordinator, Administration and Head of Operations)

BHNC Staff

Bexley Practice Managers and GPs

NHS commissioners

General Administration

To work under the direction of Clinical Services Coordinator to provide a highly professional, comprehensive administration support to Clinical Services.

To develop and enhance current reports / systems and processes.

Attributes of the successful candidate will include high levels of professionalism, discretion and confidentiality, calmness under pressure and a friendly approachable style.

They will be highly literate, with exceptional attention to detail, and will be able to effectively prioritise numerous tasks and work under pressure to achieve tight deadlines

Provide support to Clinical services co-ordinator and Head of Operations

Attending meetings as required taking notes and actions.

Rota management, ensuring efficient coordination of appointments and managing calendars for various services

Publishing rotas and responding to requests from clinicians applying for work sessions.

Answering telephones and booking, rebooking, and cancelling patient appointments

Developing bespoke clinical templates and providing direction to practices

Understand the importance of providing excellent service to patients, addressing enquiries and concerns professionally, including call-handling skills

Enhance collaboration with healthcare professionals, administrators, and support staff to ensure smooth operations.

To support the wider team in day to day running of clinical services.

Accepting requests for work sessions via our platform Teamnet.

Responding to emails/enquiries from clinicians and patients

To support service mobilisation plans as required for delivery of new services.

To deputise for Clinical services co-ordinator during their absence

To provide administrative support to the Clinical services coordinator

Provide support to wider administration team during times of high demand, this could be for back office or patient facing reception cover

Inbox management of specific service folders.

Dealing with enquiries face to face, via telephone, and email (internal and external).

Gathering information for the production of reports and presentations as required.

Personal/

Professional Development

Participate in an annual individual performance review, including taking responsibility for maintain a record of own personal and/or professional development

Participate in any training programme implemented by the management team

Effectively manage own time, workload and resources

Assess own performance and development and take accountability for own actions, either directly or under supervision.

Maintain confidentiality at all times.

Represent the organisation positively and professionally, behaving as an ambassador for BHNC by displaying the organisations values and levels of expected professionalism at all times.

Demonstrate interpersonal skills when dealing with all levels of staff across the BHNC / PCNs using persuasion, tact and reassurance where necessary.

Handle confidential patient material in a sensitive and discrete fashion in compliance with Bexley Health Neighbourhood Care policy and procedure.

To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.

Liaise with other departments and members of the Bexley Health Neighbourhood Care and other organisations to ensure the smooth running of the role to assisting the functioning of the PCN team.

Work within BHNC policies and procedures.

General

To review current ways of working to reduce/eliminate repetition.

Maintain confidentiality at all times.

Represent the organisation positively and professionally, behaving as an ambassador for the PCN by displaying the organisations values and levels of expected professionalism at all times.

Take responsibility for supporting own development learning and performance.

Work within BHNC policies and procedures.

This list is not exhaustive and additional tasks may be required.

Person Specification

Qualifications

Essential

• NVQ level 3-4 / 2 A levels or equivalent
• Customer Service

Desirable

• Secretary qualification or equivalent
• Business Administration

Experience

Essential

• NHS experience
• Secretarial and/or complex administrative experience
• Prioritising, planning and organising own and others tasks
• Experience of dealing with difficult situations and confrontations
• Data entry and analysis experience and documentation
• Experience working in a fast-paced environment in healthcare

Desirable

• Previous experience of working in primary care
• Previous experience of EMIS/Accurx
• Knowledge of Microsoft programs Word/Excel (intermediate) /PowerPoint

Analytical & Judgmental Skills

Essential

• Excellent analytical skills, ability to interpret and present data
• Ability to assess a professional situation, determine the nature and severity of the problem and utilise knowledge and experience to deal with the problem,
• Recognise that they are personally responsible for decisions made and recognises when to refer patient care to more suitable care providers,
• Able to identify and raise risk management issues according to policy/protocol,
• Excellent attention to accuracy and detail within administrative tasks.
• Recognises priorities when problem solving, identifying deviations from normal patterns, and is able to refer these where required for resolution

Communication & Relationships

Essential

• Excellent communication skills, with the ability to select, adjust and use appropriate forms of verbal and non-verbal communication with colleagues, including verbal and non-verbal communication forms;
• Excellent interpersonal skills, with the ability to establish and maintain effective relationships with others.
• Able to appropriately build relationships to gain the cooperation of relevant stakeholders (including, senior and peer colleagues, and other professionals);

Planning & Organisation Skills

Essential

• Can demonstrate a flexible approach to meet organisational needs and can adapt to cope with uncertainty and change,
• Excellent time keeping skills,
• Exceptional ability to effectively manage, plan and coordinate multiple activities, overcoming barriers and issues that would prevent seamless coordination of activities,
• Can demonstrate the ability to work in a busy environment dealing with both urgent and important tasks whilst also supporting others

Qualities and Standards

Essential

• Commitment to reducing health inequalities and proactively working to reach people from all communities,
• Embraces equality, diversity and inclusivity at every opportunity and the NHS core principles; dignity and respect, compassion, be included, responsive care and support and wellbeing,
• Knowledge of and ability to work to policies and procedures, including confidentiality, safeguarding, lone working, information governance, and health and safety,
• Able to operate competently with regard to managing data and information in accordance with the Data Protection Act (DPA) (2018) and the General Data Protection Regulation (GDPR) (2018), Access to Health Records Act (AHRA) (1990) and the Public Interest Disclosure Act (19

Personal and Professional Attributes

Essential

• Knowledge of IT systems, including ability to use word processing systems and software, emails, and the internet to create simple plans and reports,
• Adaptable, self-motivated and able to work flexibly and enthusiastically as part of an integrated multi-skilled team, or on own initiative,
• Able to work effectively under pressure
• Is able to recognise personal limitations and refer to more appropriate colleague(s) when necessary, and take accountability for own development needs,
• Is flexible in relation to work patterns.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Bexley Health Neighbourhood Care CIC

Address

BHNC Head Office

21 Bourne Road

Bexley

DA5 1LW

Employer's website

https://www.bhnc.org.uk/ (Opens in a new tab)