Job summary
The Administrator is responsible for maintaining effective systems for the receipt, storage and distribution of all patient healthcare records.
To ensure that robust and effective administrative systems are in place to provide the necessary support to complement the clinical effectiveness and provision of patient care within the unit.
To provide cross cover and support for the Procurement Officer / Patient Bank Cashier/ E-Roster & Ward Clerk duties when necessary to ensure continuity of service during periods of absences and other admin colleagues as and when required.
To provide administrative cover as and when necessary, that is commensurate with the role.
Main duties of the job
The position involves organising schedules, minute taking, organising meetings, coordinating information and IT systems.
Set up and manage office systems efficiently and effectively in line with medical records requirements.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Job description
Job responsibilities
- Responsible for managing, maintaining and developing paper based and computer filing systems within the department
- Responsible for adding correspondence and other documents to the
- Electronic Single Health Care Record system.
- Responsible for maintaining the Bed Management lists and producing weekly minutes of the Bed Management meeting.
- To maintain the patient databases in accordance with Trust requirements.
- Responsible for coordinating the response to all Subject Access
- Requests within agreed timescales.
- Create spreadsheets, display, and utilise data to produce graphs charts and reports from Microsoft Excel.
- To ensure documentation standards are maintained by self.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Job description
Job responsibilities
- Responsible for managing, maintaining and developing paper based and computer filing systems within the department
- Responsible for adding correspondence and other documents to the
- Electronic Single Health Care Record system.
- Responsible for maintaining the Bed Management lists and producing weekly minutes of the Bed Management meeting.
- To maintain the patient databases in accordance with Trust requirements.
- Responsible for coordinating the response to all Subject Access
- Requests within agreed timescales.
- Create spreadsheets, display, and utilise data to produce graphs charts and reports from Microsoft Excel.
- To ensure documentation standards are maintained by self.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Person Specification
Values
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is the occasional requirement to set up meeting/training rooms
Training
Essential
- Minute Taking
- Knowledge of Microsoft Office
Qualifications
Essential
- Knowledge of full range of Business and Administration procedures acquires through NVA Level 3 or proven practical experience
- RSA/OCR level II or equivalent
Desirable
Experience
Essential
- Relevant experience of an administrative role
- Scheduling / Diary Management
- Previous experience of working in an office environment
- Ability to relate to wide range of people
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Knowledge
Essential
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal / communication skills including written and oral skills
- Administrative skills
- Excellent telephone manner
- Good numeracy and literacy skills
- Understanding of Confidentiality
- Able to work unsupervised
- Good Organisational Skills
Contractual Requirements
Essential
- Ability to travel between venues
- Requirement to complete mandatory training
Person Specification
Values
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is the occasional requirement to set up meeting/training rooms
Training
Essential
- Minute Taking
- Knowledge of Microsoft Office
Qualifications
Essential
- Knowledge of full range of Business and Administration procedures acquires through NVA Level 3 or proven practical experience
- RSA/OCR level II or equivalent
Desirable
Experience
Essential
- Relevant experience of an administrative role
- Scheduling / Diary Management
- Previous experience of working in an office environment
- Ability to relate to wide range of people
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Knowledge
Essential
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal / communication skills including written and oral skills
- Administrative skills
- Excellent telephone manner
- Good numeracy and literacy skills
- Understanding of Confidentiality
- Able to work unsupervised
- Good Organisational Skills
Contractual Requirements
Essential
- Ability to travel between venues
- Requirement to complete mandatory training
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.
