Admission Officer

Job description

Job responsibilities

Administrate Support

To follow the standard operating guidance in relation to the referral process when handling a referral call.

To accurate documentation and recording of referrals / messages. Ensure all information is forwarded appropriately to the relevant team member within the required timeframe.

To ensure accurate contact information is maintained in relation to the clinical team members and that this information is updated as necessary and handed over to on coming shift admin team member.

Responsible for processing retrieval record and discharge summary, and the distribution to relevant parties

To ensure close collaboration with other services, such as other paediatric intensive care transport teams and hospitals in order to update records of intensive care bed availability as required.

To maintain and prioritise the services administrative tasks under the direction of the Service Manager and clinical lead in order to support the workload of the specialist team.

To accurate word processing including use of computer skills to maintain the intensive care transport database.

To maintain an accurate and retrievable filing system (which is already established) of any required paper records or databases & ensure patient referrals and transport forms are filed correctly and recorded accurately on the intensive care transport database.

Assist the team in producing activity reports using various resources and databases

Assist the team to undertake audits of the service as requested/required by the Service Manager and clinical lead.

To conduct data validation on current and historical retrieval activity

To provide a comprehensive and efficient administrative service

To organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.

Prepare and produce reports / spreadsheets, presentations and other documents as requested using the format required by the team.

Manage incoming and outgoing correspondence including email, acknowledgement of letters, including the collection of post.

Take responsibility for the ordering of office supplies and the maintenance of office equipment for the department

Information Management

To follow the standard operating guidance in relation to the referral process when handling a referral call

Accurate documentation and recording of telephone referrals / messages. Ensure all information is forwarded appropriately to the relevant team member within the required timeframe.

Ensure accurate contact information is maintained in relation to the clinical team members and that this information is updated as necessary.

To be aware of team position and the importance of tracking journey progress (situational awareness), ensuring smooth, efficient and professional communication at all times.

Efficient conference calling is paramount to the service, ensuring smooth communication throughout the retrieval process

Ensure close collaboration with other services, such as other paediatric intensive care transport teams and hospitals in order to update records of intensive care bed availability as required.

Maintain effective information management systems, including databases and filing systems, ensuring both accessibility and confidentiality

Responsible for adapting and maintaining information systems, comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the use of databases.

Undertake data entry where necessary.

Implements departmental policies within own work area, proposes changes to working practices as a result of new guidelines or legislation e.g. ensures Data Protection legislation is adhered to

Person Specification

Qualifications/Education

Essential

• Educated to A Level or equivalent.
• NVQ Level 3 in Business and Administration or equivalent experience.
• Excellent and proven level of computer literacy, including comprehensive knowledge of Microsoft Office software (incl. Microsoft Word and Excel)

Desirable

• Educated to degree level or equivalent experience qualifications
• IT package qualification/training, e.g. European Computer Driving Licence (ECDL)

Previous Experience

Essential

• Significant experience of working in an administrative role within the NHS.
• Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
• Previous demonstrable experience of data collection and producing reports
• Significant proven experience of delivering to high standards in a fast-paced high-volume customer care environment.
• Ability to deal with a range of issues independently and efficiently
• Experience of working with confidential documents and information.

Skills/Knowledge/Abilities

Essential

• High level of IT competence including word processing, keyboard skills, presentation packages, spreadsheets and specialised IT systems.
• Minimum 55+ wpm typing speed.
• Ability to work as part of a team as well as using own initiative.
• Excellent organisational skills and attention to detail.
• Confidence in making decisions when dealing with competing priorities.
• Excellent command of English - both written and spoken.
• Able to demonstrate excellent written English including grammar, punctuation and structuring written text.
• Ability to work methodically in a busy environment and meet deadlines
• Ability to develop and maintain good working relationships with all levels of staff
• Ability to handle confidential and sensitive information appropriately
• Ability to prepare reports (written and data) using a variety of software packages and present in an easy-to-read format

Desirable

• knowledge of medical terminology
• Understanding of governance processes

Additional Information

Essential

• To be flexible in their approach to the work, according to priorities and changing organisational systems.
• Ability to carry out the physical requirements of the post, with any reasonable adjustments under the DDA.
• Punctual

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Guy's and St Thomas' NHS Foundation Trust

Address

Evelina London Children Hospital

London

SE1 7EH

Employer's website

https://www.guysandstthomas.nhs.uk/careers/careers.aspx (Opens in a new tab)