Administrator

Job description

Job responsibilities

KEY TASKS

Acting as first point of contact when dealing with enquiries from potential patients and referrers and responding in an appropriate and timely manner using standard response templates where possible.

Distributing telephone and email messages as appropriate and using initiative to pass these promptly to the appropriate member of the team, using judgement on urgency.

Demonstrating an understanding and reassuring manner when dealing with patients and those related to their care.

Ensuring a good understanding of CDS UK confidentiality policies and maintain these in all interactions with patients, professionals and other external parties.

Referrals

Logging all new referrals onto CDS UKs filing system and completing associated administrative tasks - e.g. creating an electronic folder, patient information sheet and sending acknowledgement letters.

Ad hoc obtaining of additional medical records relating to referral patients (in liaison with the Administrator and Project Officer).

Ensuring timely sending of all outcome measures, logging when these are received, and forwarding on to research team.

Sourcing and confirming rooms needed for both one-off assessments and those needed for weekly therapy sessions.

Managing the onboarding process: ensuring new staff and associates have DBS checks; taking up and circulating references; administering new starter forms; ensuring contracts are in place.

Ensuring electronic files are correctly structured and up to date.

Undertaking a data cleansing role to ensure quality, consistency and accuracy of information in line with CDS UKs data retention policy.

Warmly welcoming patients, professionals and visitors to the building, showing them the facilities and offering refreshments.

Sorting and distribution of all incoming post.

Typing and editing reports/letters for clinical staff.

Attending monthly internal business meetings and maintaining an action log.

Arranging refreshments for meetings as required.

Booking travel and accommodation where needed.

General office duties including filing and photocopying as required.

Along with other admin staff, ensuring the building is clean, tidy and well-organised.

Covering for the Administrator and Project Officer when they are absent.

Undertaking other duties commensurate with this post.

Person Specification

Skills & Knowledge

Essential

• Excellent written and verbal communication skills
• Excellent numerical skills
• Attention to detail, even when working quickly
• Problem-solving skills, and ability to respond to sudden unexpected demands
• Ability to work on own initiative and organise own workload without supervision, working to tight and often changing timescales
• Excellent inter-personal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority
• Knowledge of general data protection requirements and good information governance practice, including handling confidential and sensitive information in accordance with key related legislation
• Understanding of and commitment to diversity and equality of opportunity and good working relationships

Desirable

• Experience with using patient records management software or database applications

Qualifications

Essential

• Strong academic results in written English
• Evidence of continuous professional and personal development

Desirable

• Basic HR training
• Relevant qualification that provides evidence of essential knowledge and skills

Experience

Essential

• At least 1 year's previous experience in a busy office environment
• Evidence of interest and success in improving office/work systems
• Proven use of common computer applications, with intermediate or advanced use of Microsoft Office (Word, PowerPoint, Outlook, Excel and Teams)
• Managing a variety of work areas and systems at any one time

Desirable

• Experience of working in healthcare
• Experience in managing and prioritising a busy workload
• Experience in minute-taking

Personal Qualities

Essential

• Ability to remain calm and friendly under pressure
• Ability to deal with distressing or emotional situations and discussions objectively and with emotional intelligence
• Interest in improving systems to make them more efficient and effective, and ability to share ideas and suggestions
• Willingness to work as part of a team and to adapt to different tasks as needed
• Ability to use own time effectively, even when working from home and during periods without direct supervision
• Ability to seek and utilise support where needed

Desirable

• Evidence of prior work in an environment where clients/patients have experienced trauma

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

CDS UK (Clinic for Dissociative Studies)

Address

35 Tottenham Lane

London

N8 9BD

Employer's website

https://www.clinicds.co.uk (Opens in a new tab)