Job summary
Do you have strong Microsoft Office skills? Are you looking for a new challenge in business administration?
We are looking for an enthusiastic person to work as part of a friendly community therapy team based at Honor Oak Health Centre. Our team is dedicated to giving the patients the highest quality of care within their own homes. We receive a high volume of referrals and phone queries from either acute hospitals or other community care providers.
Main duties of the job
You will be working as part of a dynamic business support team within the Lewisham Community Therapies Team. You will be an integral part of the therapy service, often providing first line contact with patients and clinicians alike. Fast processing of information is essential, and the ability to work autonomously under pressure.
You will be given the opportunity to input into service improvement and project management. You will receive regular supervision and annual appraisals to further develop your skills in business administration.
You should possess excellent verbal and written communication skills together with previous experience of working within a similar environment. Excellent keyboard and IT skills are essential, with knowledge of all Microsoft applications and previous NHS experience would be an advantage.
Vacancy at Honor Oak Health Centre
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Job Purpose
To assist the Therapies Co-ordinator/Lead Therapist with general administration/clerical duties to ensure the smooth running of Therapies as required.
Key Result Areas & performance
Office/ Reception area
- First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
- To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
- To register patient details on patient information system ensuring a high level of data accuracy.
- To deal with written and telephone enquiries for Therapies as appropriate.
- To book follow up appointments as required
- To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
- Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
- Be fully competent in the features of the hospital/community computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive clients which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- To keep up to date record of staff and visitors movement in & out of the department in line with Health & Safety procedures.
- Manage tidiness and appearance of reception/office/building
- To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the team directly to arrange where the patient needs to be booked.
- To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.
- Check all the records ensuring all loose pages are filed correctly.
- Update records as per requirements.
- Family and Friends Test completed when a patient is discharged, as required
Ordering, Receiving and Despatching Goods
- Order all stock for services within site as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- Completing postal round to UHL
- PPE: collection from UHL
- Weekly Medequip delivery: assist with management of store room
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
- Deputise in absence of Team leader, esp with day-to-day IT queries
General Administration/Clerical
- Be competent of Office Word: management of complex data bases on Excel,
- Manage agreed referral process
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- Manage electronic filing & record systems: icare/ RIO/ LAS/
- Accurate data entry.
- Ensure all notice boards are up to date and tidy in consultation with Lead Therapist.
- Provide cover for the above duties across all sites as required.
- To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
- Maintain confidentiality at all times.
- To be aware of existing processes and offer suggestions for improving services.
- Take minutes as required.
- Any adhoc typing required, i.e. letters etc.
- Ensure all Mandatory training is undertaken in a timely manner.
- Any other equivalent duties consistent with the level and purpose of the post.
- Take responsible for room and pool booking
- Act as first line of contact for any issues with pool cars, including accident reports and fuel cards
Partnerships:
Internal:
External
Allied Health Professionals
General Managers
Service Managers
Medical Records
Security
Patients / Carers
Social Services
GPs
Job description
Job responsibilities
Job Purpose
To assist the Therapies Co-ordinator/Lead Therapist with general administration/clerical duties to ensure the smooth running of Therapies as required.
Key Result Areas & performance
Office/ Reception area
- First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
- To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
- To register patient details on patient information system ensuring a high level of data accuracy.
- To deal with written and telephone enquiries for Therapies as appropriate.
- To book follow up appointments as required
- To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
- Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
- Be fully competent in the features of the hospital/community computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive clients which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- To keep up to date record of staff and visitors movement in & out of the department in line with Health & Safety procedures.
- Manage tidiness and appearance of reception/office/building
- To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the team directly to arrange where the patient needs to be booked.
- To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.
- Check all the records ensuring all loose pages are filed correctly.
- Update records as per requirements.
- Family and Friends Test completed when a patient is discharged, as required
Ordering, Receiving and Despatching Goods
- Order all stock for services within site as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- Completing postal round to UHL
- PPE: collection from UHL
- Weekly Medequip delivery: assist with management of store room
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
- Deputise in absence of Team leader, esp with day-to-day IT queries
General Administration/Clerical
- Be competent of Office Word: management of complex data bases on Excel,
- Manage agreed referral process
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- Manage electronic filing & record systems: icare/ RIO/ LAS/
- Accurate data entry.
- Ensure all notice boards are up to date and tidy in consultation with Lead Therapist.
- Provide cover for the above duties across all sites as required.
- To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
- Maintain confidentiality at all times.
- To be aware of existing processes and offer suggestions for improving services.
- Take minutes as required.
- Any adhoc typing required, i.e. letters etc.
- Ensure all Mandatory training is undertaken in a timely manner.
- Any other equivalent duties consistent with the level and purpose of the post.
- Take responsible for room and pool booking
- Act as first line of contact for any issues with pool cars, including accident reports and fuel cards
Partnerships:
Internal:
External
Allied Health Professionals
General Managers
Service Managers
Medical Records
Security
Patients / Carers
Social Services
GPs
Person Specification
Qualifications
Essential
- oGood standard of education NVQ 2 or equivalent/ University Degree
- oGCSE English Language & math or equivalent
Desirable
- oNVQ Business Administration - Level II or equivalent
- oRSA II
- oCertificate in Office
- oiCare/RIO/LAS Trained
Experience
Essential
- oPrevious experience of working in a busy office environment
- oPrevious experience in an admin role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare/RIO/LAS System and Electronic Discharge Summaries System
- oPrevious experience of minute taking
Knowledge & Skills
Essential
- oBasic understanding of practical Data Protection issues
- oConfident computer literacy (Word, Excel, PowerPoint, email)
- oGood organisational and administration skills
- oGood customer care skills
- oAbility to prioritise a busy workload
- - Able to work in noisy environment
- oAble to attend virtual meetings (Zoom/ TEAMS)
Desirable
- oInterest in IT innovations
Personal Qualities
Essential
- - able to work well within a team
- - able to work to tight deadline and within available resources
- - able to work 7 days
Desirable
- - able to work on any hospital site
- - car driver
Person Specification
Qualifications
Essential
- oGood standard of education NVQ 2 or equivalent/ University Degree
- oGCSE English Language & math or equivalent
Desirable
- oNVQ Business Administration - Level II or equivalent
- oRSA II
- oCertificate in Office
- oiCare/RIO/LAS Trained
Experience
Essential
- oPrevious experience of working in a busy office environment
- oPrevious experience in an admin role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare/RIO/LAS System and Electronic Discharge Summaries System
- oPrevious experience of minute taking
Knowledge & Skills
Essential
- oBasic understanding of practical Data Protection issues
- oConfident computer literacy (Word, Excel, PowerPoint, email)
- oGood organisational and administration skills
- oGood customer care skills
- oAbility to prioritise a busy workload
- - Able to work in noisy environment
- oAble to attend virtual meetings (Zoom/ TEAMS)
Desirable
- oInterest in IT innovations
Personal Qualities
Essential
- - able to work well within a team
- - able to work to tight deadline and within available resources
- - able to work 7 days
Desirable
- - able to work on any hospital site
- - car driver
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.
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).
Additional information
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.
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).
