Band 3 Administrator

Job description

Job responsibilities

To provide a range of administrative support to all therapies and/or 0-19 services, including typing of letters/meeting notes/reports where required, filing, photocopying, scanning, production of patient resources.

To liaise with patients, carers, other professionals as necessary.

To liaise with clinical staff to undertake administrative support for project/audit work, including preparation of databases, spreadsheets and reports.

To liaise with outside agencies to ensure accuracy of information.

To open, triage, scan (where appropriate) and distribute incoming mail.

To scan/upload files and maintain patient notes accurately before and after interaction/intervention.

To answer incoming enquiries (e.g., telephone calls, emails, texts) to the department and action appropriately.

To be responsible for maintaining and ordering for the department on a regular basis.

To photocopy/print documents and patient information as necessary, following department guidelines, including maintaining stock levels of these.

To attend colleague and user group meetings as required. These may be on other organisational sites. Feedback to others as required.

To act as a highly competent user of our clinical patient record and booking system (EMIS). Support the training of other administrators in use of the system.

Record administrative contacts with other professionals and patients as per record keeping guidelines and standards.

Ensure patient records are archived as per policy and in a timely manner.

To display tact and diplomacy when dealing with people who are highly emotive, complaining or raising a concern.

Use initiative and continually review how tasks are being undertaken, raising ideas around ways to do things efficiently.

To work generically, providing cover for team colleagues during absences.

Manage own workload

Work under own initiative

Support team with data collection to inform reports.

Maintain effective communications within the teams and with other professionals.

Be highly organised and reprioritise tasks regularly, seeking the support of line manager where falling behind on tasks or unsure how to prioritise requests.

To ensure confidentiality on all matters relating to patients and information obtained during the course of employment, ensuring such information is not released to anyone other than those acting in an official capacity in accordance with GDPR and Caldicott Principles.

Support and assist in the development of the B2 administrators undertaking the roles within area of responsibility.

Be the non-clinical point of contact for patients, carers and others utilising and visiting the site services, managing any enquiries, problems or concerns when required. Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant colleague for action.

Respond to and manage unexpected events occurring within site/front of house.

Co-ordinate the smooth day to day function of the site including setting up of clinic, meeting, training and education rooms.

Undertake the booking, cancellation and rebooking of appointments for the range of clinical services operated on the site. Checking patient basic details are correct in system and updating any amendments.

28. Book into clinician diaries appointments at the appropriate time in accordance with the bookings process.

29. Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate.

30. Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.

31. Prepare monthly data, reports and audit information as required.

32. Ordering equipment.

33. Contribute towards the maintenance of evidence required for the continued compliance to the Care Quality Commission standards and associated regulations.

34. To take responsibility of own delegated workload and support colleagues as and when needed to ensure workflow is not disrupted. Prioritise admin tasks in order of urgency and recognise when there is a need to request additional guidance and support from Quadrant Administration Lead

35. Contribute to the development and implementation of new policies and procedures for the area of responsibility. Up-dating local procedures under the supervision of the Quadrant Administration Lead.

36. Supporting development/update/distribution of patient leaflets within clinical services; distributing, collecting and scanning patient surveys; some basic analysis of results to support clinical teams; support with sharing the results (internally and externally via, e.g., posters) and liaison with clinical teams to capture actions taken following patient feedback.

Person Specification

Qualifications

Essential

• Educated to GCSE/A level, NVQ level
• 3, RSA 3, with a good basic education to include GCSE maths and English. Or a good basic education to include maths and English plus evidence of administration knowledge and skills equivalent to level of
• qualification

Desirable

• Willingness to train/ develop further skills

Skills

Essential

• Ability to act on own initiative and independently within policies and procedures, referring to manager as
• required
• Intermediate Microsoft Office including Word, Excel, Outlook and PowerPoint
• Keyboard skills for the
• Problem solving skills Excellent attention to detail
• Able to identify service improvements opportunities for consideration
• Good interpersonal and communication skills with experience of dealing with people at a variety of levels
• Strong organisational skills- able to deliver agreed objectives within an agreed timeframe
• Able to manage conflict or/and difficult situations

Experience

Essential

• Proven experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment
• Experience of working in a team
• Experience of the delivery of objectives within a constantly changing environment
• Setting up and using IT data collection formats and databases to produce reports
• for management information
• Understanding of data protection legislation
• Understanding of confidentiality
• Ability to act on own initiative and independently within policies and procedures, referring to manager as
• required

Desirable

• Some supervisory experience
• Experience of contributing to the development of the
• individual skills sets of others
• Experience in an NHS/medical services environment

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

CSH Surrey

Address

Epsom Health Clinic

Church Street

Epsom

Surrey

KT17 4PH

Employer's website

https://www.cshsurrey.co.uk/about-us/about-csh-surrey (Opens in a new tab)