Job summary
This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System.
Organisations within scope are as follows:
- Hampshire and Isle of Wight Integrated Care Board
- Southern Health Foundation Trust
- Portsmouth Hospitals University NHS Trust
- University Hospital Southampton
- Solent NHS Trust
- South Central Ambulance Service
- Hampshire Hospitals
An exciting opportunity has arisen for a full-time Senior Clerical Administrator to join our team.
The Integrated Discharge Service (IDS) is a 7 day service based at Queen Alexandra Hospital and hosts the hospital's own Discharge Services, Hampshire County Council, Portsmouth City Council, Southern Health Foundation Trust and NHS Solent.
You will be a vital part of the hospital's administration team at the centre of the IDS and will find this role both challenging and rewarding and will be supported every step of the way.
You will be able to utilise your great administrative duties in this busy role based on site. You will possess excellent attention to detail to ensure safe administration of patients who are being discharged with ongoing support. The duties will also involve dealing with enquiries from managers, staff and the public. It will be important that you are keen to demonstrate your customer service skills.
This admin team work across 7 days and there will be a need to work weekends and bank holidays on a rota basis which will attract enhanced pay.
Main duties of the job
- To assist in ensuring the provision of a comprehensive clerical and administrative support network within the Integrated Discharge Service (IDS).
- Work as part of an integrated administration team reporting directly to the Admin Team Leads.
- Supporting the Admin Team lead by supervising the team to ensure smooth running of daily tasks.
- To provide support to our Portsmouth and Hampshire Health & Social Care discharge service partners.
- Work across organisation and departmental boundaries to assist in the provision of a robust seven-day service.
About us
Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.
Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust.
Job description
Job responsibilities
- Ensure that all telephone, email and face to face enquiries to the department from both internal and external
parties are handled courteously, effectively and efficiently.
- Assist with monitoring and ordering of resource information and materials including stationery.
- Assist in the collection and distribution of accurate and up to date information on patients whose discharge is
planned within a rolling 5-day period.
- Be proactive in helping IDS teams set accurate Estimated Discharge Dates (EDDs), Pathways and Professional
group contact details within the Portsmouth Hospitals University NHS Trust main computer systems.
- Attend meetings and assist with note and / or minute taking as required.
- Perform general administrative duties such as handling and processing forms, letters and reports etc.
- Scanning and/or emailing documents onto relevant Social Care and/or PHU hospital-based computer systems.
- Inputting and maintaining patient/client data within relevant Social Care and/or PHU hospital-based computer
systems.
- Collation and distribution of data and reports as required by the relevant Health and / or Social Care teams.
- Perform any other duties as may be required and deemed appropriate, and which will be subject to regular
review in relation to changes in governing legislation and departmental policies and procedures.
Job description
Job responsibilities
- Ensure that all telephone, email and face to face enquiries to the department from both internal and external
parties are handled courteously, effectively and efficiently.
- Assist with monitoring and ordering of resource information and materials including stationery.
- Assist in the collection and distribution of accurate and up to date information on patients whose discharge is
planned within a rolling 5-day period.
- Be proactive in helping IDS teams set accurate Estimated Discharge Dates (EDDs), Pathways and Professional
group contact details within the Portsmouth Hospitals University NHS Trust main computer systems.
- Attend meetings and assist with note and / or minute taking as required.
- Perform general administrative duties such as handling and processing forms, letters and reports etc.
- Scanning and/or emailing documents onto relevant Social Care and/or PHU hospital-based computer systems.
- Inputting and maintaining patient/client data within relevant Social Care and/or PHU hospital-based computer
systems.
- Collation and distribution of data and reports as required by the relevant Health and / or Social Care teams.
- Perform any other duties as may be required and deemed appropriate, and which will be subject to regular
review in relation to changes in governing legislation and departmental policies and procedures.
Person Specification
Qualifications
Essential
- Education to GCSE Level Grade 4-9 (C or above) or equivalent, including English and Maths
Desirable
- ECDL / ICDL or equivalent
Experience
Essential
- Previous experience of providing administration / clerical support in a busy and challenging environment
- Excellent IT skills with proficiency in the use of Microsoft Office, particularly Word, Excel and Outlook
Desirable
- Experience of working in a Health Care and / or Social Care environment
- Experience of working with Health Care and / or Social Care IT systems
Skills and Knowledge
Essential
- Excellent communication, organisational and interpersonal skills
- Ability to achieve a high level of accuracy while ensuring deadlines are met
- Ability to work with staff at all levels
- Willingness to undertake and engage in all essential training as required
- Customer care skills
Desirable
- Previous experience working within a cross-functional team
- Overall understanding of current Health and Social Care service sector issues
Person Specification
Qualifications
Essential
- Education to GCSE Level Grade 4-9 (C or above) or equivalent, including English and Maths
Desirable
- ECDL / ICDL or equivalent
Experience
Essential
- Previous experience of providing administration / clerical support in a busy and challenging environment
- Excellent IT skills with proficiency in the use of Microsoft Office, particularly Word, Excel and Outlook
Desirable
- Experience of working in a Health Care and / or Social Care environment
- Experience of working with Health Care and / or Social Care IT systems
Skills and Knowledge
Essential
- Excellent communication, organisational and interpersonal skills
- Ability to achieve a high level of accuracy while ensuring deadlines are met
- Ability to work with staff at all levels
- Willingness to undertake and engage in all essential training as required
- Customer care skills
Desirable
- Previous experience working within a cross-functional team
- Overall understanding of current Health and Social Care service sector issues
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.
