Community Services Administrator

Job description

Job responsibilities

Job Purpose

The Community Services Administrator will provide comprehensive administrative support across community clinical services including Parkinsons, ACPPS and Diabetes.

MAIN DUTIES AND RESPONSIBILITIES

Increasing visibility and understanding of the service among patients, families, and partner organisations

Advocating for the service to enhance engagement and uptake and organising referrals to the services

Provide the first point of contact for patients and family members seeking support or information.

Ensuring that daily administrative tasks are appropriately allocated and monitored.

Liaising with GP practices and external partners, including coordinating appointment information, responding to queries, resolving administrative issues, and ensuring effective communication pathways are maintained.

Ensuring all clinical correspondence are completed and forwarded to the relevant practices in a timely manner.

Organising alternative staff cover in the event of sickness or absence;

Undertaking additional ad hoc duties as required to support service needs.

Ensuring adherence to all relevant protocols, procedures, and governance requirements in relation to administrative and operational tasks.

Managing confidential information appropriately, maintaining discretion, and upholding professional and ethical standards at all times.

Undertaking duties as assigned by the Operational Support Officer/ Operations Manager to contribute to effective service delivery.

Providing general administrative and operational support across a range of functions within the service.

Planning, organising, and prioritising workload effectively to meet service expectations.

Monitoring administrative performance in line with service targets and identifying areas for improvement where appropriate.

Taking accountability for administrative staff on shift, ensuring tasks are completed to the required standard.

Carrying out any additional duties as directed by the Operational Support Officer or Operations Manager.

Organising and attending Patient Support Group sessions / Workshops

Training & Development

Fully participate in training and development, meeting any, and all, requirements of any courses funded, or part-funded by the Alliance.

Engage in a programme of ongoing support and feedback to maximise the benefit of the training and development plan.

Confidentiality

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, staff and other healthcare workers. They may also have access to information relating to any part of the business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to staff, patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorized persons in accordance with Alliance policies and procedures, and the protection of personal and sensitive data.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Alliances Health & Safety Policy to include:

-Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.

-Ensure all accidents are reported and investigated, follow up action taken as necessary.

-Maintain training in line with local policies.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues to include:

-Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with current legislation.

-Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

-Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.

Quality

The post-holder will strive to maintain quality and will:

-Alert other team members to issues of quality and risk.

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

-Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhanced the teams performance.

-Work effectively with individuals in other agencies to meet patients needs.

-Effectively manage own time, workload and resources.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

- Communicate effectively with other team members.

- Communicate effectively with patients and carers.

- Recognise peoples needs for alternative methods of communication and respond accordingly.

The list of duties is not exhaustive. It is likely that this Job Description will be subject to change as the role develops

Person Specification

Personal Attributes/ Other

Essential

• An approach to work that strives for continuous improvement
• Ability to recognize own limitations and act upon them appropriately
• Ability to work strategically while managing operational priorities
• UK work permit (if required)
• DBS check (as appropriate to the role)
• Team player with a solutions-focused mindset.
• Commitment to equality, diversity, and inclusion in the workplace.
• Willingness to undertake further training and development as required.

Qualifications

Essential

• GCSE Grade A-C in English and Maths

Skills and Abilities

Essential

• Strong IT skills
• Able to work under pressure
• Attention to detail
• Clear communication
• Team leading experience
• EMIS knowledge

Experience

Essential

• Administrative experience
• Microsoft Office proficiency
• Minute taking and meeting preparation

Desirable

• Experience in the public sector, healthcare, or non-profit environments.
• Understanding of accessibility standards and GDPR compliance

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

East Lancashire Alliance

Address

Burnley Business Centre

Empire Way

Burnley

BB12 6HH

Employer's website

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