Job summary
We are
looking for proactive and motivated Administrative Assistants to provide comprehensive
support to our expanding Single Point of Access Service. The service is based alongside our integrated
community teams at Hollyfield House in Surbiton. You will be part of a friendly
team formed to effectively assist our wide range of adult community health and
social care teams, including Community Nursing, Therapies, Rapid Response,
Urgent Care Support Service and our integrated Reablement/ Intermediate care
team.
This
is a key frontline post providing both interest and variety. The post holder
must be well organised, reliable, have a flexible approach, possess excellent
communication skills and be able to work independently and as part of a team.
Excellent computer skills are essential as is an efficient and helpful
telephone manner. Full on the job training will be provided.
Staff
members work on a rota basis including some bank holidays and weekends. We are
particularly keen to recruit staff for weekend working.
The organisation offers:
- Access
to the NHS Pension Scheme
- Career
Development
- Staff
Discounts
Main duties of the job
To
ensure all referrals and enquiries coming into the single point of access are
recorded and directed following agreed protocols.
To provide administration duties to self-managed teams.
About us
Your
Healthcare is an equal opportunities employer and positively encourages
applications from suitably qualified and eligible candidates regardless of sex,
race, disability, age, sexual orientation, gender reassignment, religion or
belief, marital status, or pregnancy and maternity.
Job description
Job responsibilities
-
To
ensure all referrals and enquiries coming into the single point of access are
recorded and directed following agreed protocols.
- To provide administration duties to self-managed teams.
Key Result Areas
- Be
the first point of contact within the single point of access for referrals
coming into Your Healthcare (YH), demonstrating the ability to communicate
tactfully with all service users.
- Be
the first point of contact within the single point of access for referrals
coming into Your Healthcare (YH), demonstrating the ability to communicate
tactfully with all service users.
- Direct
complex referrals to the appropriate team members within agreed timescales and
key performance indicators, thereby ensuring that urgent referrals are prioritised.
-
Deal
with enquiries and provide general nonclinical advice and information to
service users, the general public and stakeholders within agreed protocols.
-
Ensure
routine information is effectively exchanged with colleagues and teams and
recorded on the YH clinical database.
-
Be
responsible for maintaining up to date and accurate records, contributing to
the collation of service performance data and ensuring that confidentiality is
maintained in accordance with YH policies and the Data Protection Act.
-
Provide
administrative support and cover to the self- managed teams as required by the administration
co-ordinator.
-
Initiate,
organise and maintain effective departmental filing systems and office
management systems.
-
Complete
surveys and audits in collaboration with the members of the multi-disciplinary
teams, including telephone interviews with participants and obtaining and
collating data under the supervision of senior staff.
-
Maintain
professional competence and personal development by participation in mandatory
and essential training.
- Work
in line with YH policy and procedures.
Job description
Job responsibilities
-
To
ensure all referrals and enquiries coming into the single point of access are
recorded and directed following agreed protocols.
- To provide administration duties to self-managed teams.
Key Result Areas
- Be
the first point of contact within the single point of access for referrals
coming into Your Healthcare (YH), demonstrating the ability to communicate
tactfully with all service users.
- Be
the first point of contact within the single point of access for referrals
coming into Your Healthcare (YH), demonstrating the ability to communicate
tactfully with all service users.
- Direct
complex referrals to the appropriate team members within agreed timescales and
key performance indicators, thereby ensuring that urgent referrals are prioritised.
-
Deal
with enquiries and provide general nonclinical advice and information to
service users, the general public and stakeholders within agreed protocols.
-
Ensure
routine information is effectively exchanged with colleagues and teams and
recorded on the YH clinical database.
-
Be
responsible for maintaining up to date and accurate records, contributing to
the collation of service performance data and ensuring that confidentiality is
maintained in accordance with YH policies and the Data Protection Act.
-
Provide
administrative support and cover to the self- managed teams as required by the administration
co-ordinator.
-
Initiate,
organise and maintain effective departmental filing systems and office
management systems.
-
Complete
surveys and audits in collaboration with the members of the multi-disciplinary
teams, including telephone interviews with participants and obtaining and
collating data under the supervision of senior staff.
-
Maintain
professional competence and personal development by participation in mandatory
and essential training.
- Work
in line with YH policy and procedures.
Person Specification
Experience
Essential
- At least 1 years experience in an administrative/ secretarial supportive role.
- Experience of working in a complex organisational environment or multi-disciplinary team.
Desirable
- Receptionist experience
- Experience of using Carenotes or similar clinical record databases
Skills & Abilities
Essential
- Excellent communication and interpersonal skills including the ability to convey complex information over the telephone, in person and in writing with strong message taking skills.
- Ability to deal with enquiries and challenging customers in a calm, manner.
- High level of IT skills, including Excel, Word, Outlook and Databases.
- Ability to maintain accurate records and present information accurately and clearly.
- Ability to maintain focus in a busy work environment.
- Ability to work within specific timescales.
- Excellent organisational skills, with the ability to prioritise work, work unsupervised and manage competing priorities.
- Ability to work as part of a team.
Desirable
- Ability to interact with service users and health professionals both inside and outside of the organisation
Qualifications
Essential
- Educated to GCSE/O Level standard, including 4 / C in English and Mathematics
- NVQ level 3 or equivalent
- ECDL or equivalent skills in IT literacy
Knowledge
Essential
- Understanding of confidentiality and data protection
Desirable
- Office management procedures
- Awareness of local community services, organisations in the voluntary sector and other partner organisations
Personal Qualities
Essential
- Good time management skills
- Reliable and conscientious
- Flexibility adapts to constantly changing situations and environments.
- Self-motivated possesses high work standards
- Team player
- Confident and assertive
- Compassionate
Other factors
Essential
- Able to work shifts (8am-8pm) including weekends
Person Specification
Experience
Essential
- At least 1 years experience in an administrative/ secretarial supportive role.
- Experience of working in a complex organisational environment or multi-disciplinary team.
Desirable
- Receptionist experience
- Experience of using Carenotes or similar clinical record databases
Skills & Abilities
Essential
- Excellent communication and interpersonal skills including the ability to convey complex information over the telephone, in person and in writing with strong message taking skills.
- Ability to deal with enquiries and challenging customers in a calm, manner.
- High level of IT skills, including Excel, Word, Outlook and Databases.
- Ability to maintain accurate records and present information accurately and clearly.
- Ability to maintain focus in a busy work environment.
- Ability to work within specific timescales.
- Excellent organisational skills, with the ability to prioritise work, work unsupervised and manage competing priorities.
- Ability to work as part of a team.
Desirable
- Ability to interact with service users and health professionals both inside and outside of the organisation
Qualifications
Essential
- Educated to GCSE/O Level standard, including 4 / C in English and Mathematics
- NVQ level 3 or equivalent
- ECDL or equivalent skills in IT literacy
Knowledge
Essential
- Understanding of confidentiality and data protection
Desirable
- Office management procedures
- Awareness of local community services, organisations in the voluntary sector and other partner organisations
Personal Qualities
Essential
- Good time management skills
- Reliable and conscientious
- Flexibility adapts to constantly changing situations and environments.
- Self-motivated possesses high work standards
- Team player
- Confident and assertive
- Compassionate
Other factors
Essential
- Able to work shifts (8am-8pm) including weekends
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.
