Admin Support Officer - Care Coordination Centre

Job description

Job responsibilities

Overview of Role

To maintain effective and efficient administration systems by providing daily administrative support to the Care Coordination Centre and Inpatient Unit Teams based at Mountbatten Hampshire to ensure the smooth running of all Mountbatten services across Hampshire.

Responsible for processing referrals/discharges, minute taking/meeting organisation/diary management, sending the necessary medical letters/reports as required, responding to enquiries received as required.

Responsible for the input of all data management onto the designated Mountbatten systems, including SystemOne as required by your teams and line manager.

Provide administration support as required to other areas of Mountbatten Hampshire to ensure the smooth running of services across the Mountbatten Group.

Care Coordination Centre General tasks

To provide a comprehensive administrative service to key team and other colleagues and service users of Mountbatten Hampshire

To deal with all telephone enquiries from patients, carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto the appropriate accurately to the relevant department/employees required

Assist the Clinical Team Leaders with maintaining departmental rotas, diary and appointment schedules as requested on a daily basis

Ensure all tasks assigned to this role are dealt with in a timely manner and act as the point of contact for Community Team queries from all the Community and Medical Teams of Mountbatten

Maintain and order all stationery and forms for the Community and Medical teams as required to ensure all items are fully stocked, liaising with the Lead Receptionist for ordering

In conjunction with other relevant Mountbatten Hampshire colleagues, assist in the design and development of administrative processes/protocols to enhance the service provisions of Mountbatten Hampshire

Assist with the preparation, development and production of correspondence, agendas, minutes, reports and presentational material that are delivered to Mountbatten Hampshire standards

To attend meetings, prepare agendas and produce minutes at designated meetings, ensuring that any actions arising are communicated to the relevant teams/employees and the actions are completed in accordance with agreed deadlines. All minutes to be produced in a timely fashion.

Process all referrals onto SystemOne accurately, ensuring urgent requests are given priority and that these processed immediately and raised with the Community and Medical team as required

Discharge patients from the Community Team as requested, ensuring standard operating procedures are always adhered to

Provide a comprehensive administrative service within the Care Coordination Centre to ensure that Community colleagues are supported, but also to ensure that the Care Coordination Centre works as efficiently as possible this will mean ensuring that administration is effective for all Community team

To support Mountbatten Hampshire Medical Team with all administration duties, to include populating clinic letters from SystemOne and weekly medical rotas

To ensure and manage the smooth running of both Community Team/ Inpatient Unit Syringe drivers. To accurately document on SystemOne in a timely manner the booking out and return. To ensure syringe driver boxes are fully stocked in readiness for use. To liaise with Inpatient Unit for ordering when required.

Inpatient Unit Tasks

To check and maintain the daily bed state updating the system regularly, to allow maximum and efficient use of bed space at Mountbatten Hampshire

To check and complete patient identification data on all relevant documentation, utilising the relevant computer system to update information, as necessary, and ensure that sufficient patient identification labels are available

To receive patients, relatives and visitors onto the ward/unit/department, to ensure that they are appropriately orientated

Where applicable to assist medical colleagues by ensuring that all visitors adhere to any prevailing visitor limitations or PPE requirements at all times

To co-ordinate the appropriate storage of patient property, ensuring that patients valuables are kept securely e.g. that patient valuable are taken to the Finance Office

To ensure that SystemOne is used to update all patient records, particularly admission/discharge recording

To make discharge/transfer arrangements for patients, as instructed by nursing staff, to include the booking of transport service, if required

To provide comprehensive administration support to medical colleagues, which would include (but not be limited to), arranging patient medical investigations, making outpatient/follow-up appointments, assisting with non-medical enquiries, preparing medical certificates. To ensure all death paperwork is completed in a timely manner.

~Please refer to the attached Job Description, including Person Specification, for the full duties and responsibilities of this rewarding role~

Person Specification

Abilities & Skills

Essential

• Understanding of confidentiality issues in a patient/client care setting
• Ability to adapt to changing needs and requirements
• Ability to be professional and take a consistent approach when dealing with service users and colleagues
• Ability to use wide range of software packages including Microsoft, Excel, PowerPoint, Office 365
• Ability to work effectively in a team environment as well as independently manage own workload
• Excellent telephone manner and ability to provide a great customer service

Desirable

• Ability to extract, analyse, interpret and report data and statistical information from multiple data sources

Qualifications

Essential

• 5 GCSEs grade C or above

Experience

Essential

• Experience/understanding of information and statistics
• Experience of communicating with professionals in a variety of settings

Desirable

• Experience of working in a pressurised environment
• Experience of using SystemOne or other electronic care plan systems
• Experience of initiating and maintaining office systems

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

Mountbatten Hampshire

Address

Botley Rd

West End

Southampton

Hampshire

SO30 3JB

Employer's website

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