Team Administrator, Adult Community Services

Job description

Job responsibilities

Key Result Areas & performance

1. General Administrative Duties/Team Support Liaise with GPs, hospitals, and healthcare teams via email and phone regarding patients.

Take messages, ensuring confidentiality in accordance with Trust policy.

Update DN/GP MDT meeting tracker weekly.

Accurate data entry and documentation, including typing correspondence.

Lead and take minutes in daily patient handovers meetings.

Support nurses with caseload management; check for overdue appointments daily on interactive worksheets.

Access and manage patient records on RiO.

Prepare, manage, and archive patient records in accordance with the archiving procedure.

Assist with onboarding of new team members.

Support management of caseload and Interactive Worksheet on the Patient Record system currently RiO.

Maintain general filing.

Keep site noticeboard up to date, display new guidance/policies/training, and keep information tidy.

Conduct patient outreach surveys (such as Friends and Family Tests).

Assist with data collection and audits as needed.

Understand and follow Trust Complaints Procedures; support document collection for complaints where required.

Book translators as requested, providing relevant codes.

Suggest service improvements as appropriate.

Complete all mandatory training in a timely manner.

Provide cover for duties across sites as required.

Handle confidential waste correctly.

Check that all DN visits are outcomed daily; inform DNs and Nurse Leads of any unoutcomed visits.

Prepare blue folders for nurses first visits.

Perform other equivalent duties as required.

2. Ordering, Receiving and Despatching Goods

Order and receive medical equipment, supplies, PPE, IT equipment, and uniforms for the team.

Maintain skills in SBS ordering; receipt goods and notify personnel.

Ensure the secure storage and correct paperwork for equipment or repairs.

Maintain the stock room in collaboration with healthcare personnel.

3. Single Point of Access Call Centre Support

Act as first contact for patients, families, and friends, ensuring timely relay of messages.

Handle queries sensitively and maintain confidentiality.

Process referrals and information on RiO with a focus on data accuracy.

Log and allocate visits via Daily Team Planner and Message Book in RiO.

Handle written and phone enquiries, admin tasks (phones, cancellations, post, date stamping, photocopying, scanning).

Provide cover for colleagues as needed.

Maintain competence in Community Patient Record system (RiO), attend system/update training, assist new staff.

Manage occasional aggressive or verbally abusive calls, following procedures.

Refer complex issues to supervisor/manager while maintaining confidentiality.

Ensure commercial and visitor queries are directed appropriately.

Keep the office environment tidy and presentable.

Flag urgent referrals/messages for prompt attention; coordinate with Neighbourhood Nurse Lead or Team Leader as needed.

Assist team staff by ensuring correct patient information is available on RiO.

Work force and Financial Duties

• Participate in supervision, appraisal, and staff meetings.
• Contribute to team induction.
• Maintain completion of all mandatory training.
• Ensure adequate supplies for daily operations; monitor and order stationery; file delivery notes.
• Receipt orders on SBS Oracle, notify procurement and Nurse Leads of missing items, investigate related queries.

Person Specification

Qualifications and Training

Essential

• Educated to GCSE Level NVQ 2 or equivalent, or previous experience of working within NHS Service.

Desirable

• NVQ Business Administration - Level II or equivalent e.g. Customer care Training.
• iCare or RIO trained
• Certificate in Office
• Sage & Thyme or any customer services training/qualification

Personal qualities and abilities

Essential

• Able to meet deadlines under pressure.
• Self-motivated and enjoys working as part of a team.
• Ability to communicate with personnel at all levels of the organisation.
• Ability to be flexible and adapt to changing work demands

Skills, abilities and Knowledge

Essential

• Excellent communication and customer service skills
• Problem solving skills.
• Excellent interpersonal, influencing and negotiating skills, ability to work alone and as part of a team
• Good time management and prioritisation skills
• Ability to pay attention to detail in all aspects or work and work with multiple teams
• Flexibility and adaptability to meet service demands.
• Basic computer literacy (Word, Excel, PowerPoint).
• Demonstrable organisational and administration skills

Desirable

• Self-motivated and enjoys working as part of a team

Experience

Essential

• Previous experience of working in a busy environment in a healthcare setting.
• Previous experience in an admin role
• Experience of using IT software and systems.

Desirable

• Experience of using RiO System and Electronic Discharge Summaries System
• Experience of working in an MDT environment
• Previous experience of minute taking

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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

South Lewisham Health Centre

50 Conisborough Crescent

London

SE6 2SS

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)