Job summary
Previous applicants need not apply.
We have an unique opportunity for an administration assistant within two small but important teams based at Royal Leamington Spa Rehabilitation Hospital, CMSRT/COPNT.
South Warwickshire University Foundation Trust is currently looking for an enthusiastic and highly motivated band 3 administration assistant to provide day-to-day support for rehabilitation clinicians. This role is integral in the success and smooth running of a community team and an outpatient team and is highly valued.
The successful candidate will need relevant experience, be able to demonstrate excellent communication and computer skills, be motivated and have the desire to deliver high standards. If you are that successful person you will in return receive immense job satisfaction in your work environment, being a key person in two friendly and happy teams.
Provide a comprehensive and effective administration support service to CERU.
To input and maintain data accurately into local and national databases. To support with the delivery of background training/induction to Central England Rehabilitation Units staff on these databases.
Main duties of the job
Accurate and timely inputting of data into UKROC and local spreadsheets which is overseen by the Patient Flow Administration and Data/Information Analyst.
Be the first point of contact to patients, carers, relatives and professionals both by telephone and in person.
Service meetings (e.g. Family Meetings. MDMs, AOGG) including typing letters of invitation, preparing documentation and posters, preparing agendas, booking venues and arranging catering requirements. Taking and circulating minutes.
To liaise with the multidisciplinary team and external agencies for feedback on cases, under the guidance of the Patient Flow Team.
To receive and relay oral messages, answer telephone queries/receive and sort/distribute incoming mail as appropriate.
Provide effective administrative support including the preparation of correspondence, reports, presentation material and for the team at CERU, Royal Leamington Spa Hospital.
Supports communication strategy at CERU by providing administrative assistance with projects, collating monthly newsletters and updating notice boards as required.
Support with the registration of referrals to the Inpatients team & Outpatients services where required, prepare client files and contact relevant medical professionals to obtain clinical information.
Undertakes audits under supervision of senior staff.
Supports petty cash management/Charity support.
To carry out any other duties commensurate with the post holders' band, as agreed by their line manager.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job description
Job responsibilities
Provides advice, information and signposting to patients, relatives whilst maintaining confidentiality at all times.
To input and maintain data accurately into local and national databases to support with the delivery of background training/induction to CERU staff on these databases.
Ordering of stationery, publications and literature on behalf of the CERU service.
Receive and acknowledge donations and forward to the funding office of the trust or to the Charity co-ordinator of CERU charity support as appropriate.
The post holder prioritises their own work on a daily basis. The consequence of a lack of prioritization is the decrease in efficiency of administrative support.
Works flexibly regarding both time and location across the county if required in order to meet service needs.
Accesses independent means of transport to attend meetings at various locations across region when required.
Undertaking of general clerical tasks such as photocopying, scanning, filing and the sorting of post.
Processing time sheets/rota/expenses on behalf of the medical services.
Act as a liaison between CERU & Medical Staffing.
Managing daily updates on patient boards including Waiting list, bed allocations.
Support the patient flow team with data input or liaising with other services as service pressures requires.
Support the input of project information into the Trusts and services chosen method of recording.
Support Business and project support lead in maintain up to date records of all CERU projects.
Support the development of Standard Operating Procedures (SOPs).
Attending service and team meetings as required.
Knowledge, Skills and Experience
Has the freedom to recognise resource requirements but must seek authorisation from manager.
Freedom to act is restricted by rules, regulations and procedures to a large extent. They form the basis of working practice and the need for all resource requests to be authorised by manager.
The post holder has the freedom to produce general work without the need for checking, although it is available if required. All clinical work that is developed in supporting is checked by a professional.
Concentration required for data analysis, frequent interruptions requiring urgent attention and re-prioritisation of work.
Measurable Result Areas
Daily use of patient information IT systems to input patient information, report progress of referrals to relevant hospitals and other services on an ad-hoc basis which could be daily or a weekly basis. The post holder will be responsible for the accurate input of supplied information.
Daily use of general IT systems (e.g. Internet, Intranet, e-mail, Microsoft office software packages, Lorenzo, ASPYRE or other service adopted IT systems). The post holder will be responsible for the accurate input of supplied information.
Daily use of telephone, photocopier, scanner and fax machine and computer.
Communications and Working Relationships
Daily liaison with patients, relatives and carers by telephone, in person and by letter whom may be distressed/angry.
Daily liaison with other professionals. Within the department, with the wider CERU team, multi-disciplinary team co-ordinator and other organisations. External to the department liaison is necessary with all other secretarial staff including Ward Clerks, Patients flow team, Consultants, GPs, therapists and other care staff.
Liaising with Wheelchair provider (currently Invacare) and input of wheelchair hire purchases communication with CERU teams delivering the wheelchair service. OT.
The active listening of messages and making decisions on appropriate action, mainly by telephone, letter, fax, email or in person.
Job description
Job responsibilities
Provides advice, information and signposting to patients, relatives whilst maintaining confidentiality at all times.
To input and maintain data accurately into local and national databases to support with the delivery of background training/induction to CERU staff on these databases.
Ordering of stationery, publications and literature on behalf of the CERU service.
Receive and acknowledge donations and forward to the funding office of the trust or to the Charity co-ordinator of CERU charity support as appropriate.
The post holder prioritises their own work on a daily basis. The consequence of a lack of prioritization is the decrease in efficiency of administrative support.
Works flexibly regarding both time and location across the county if required in order to meet service needs.
Accesses independent means of transport to attend meetings at various locations across region when required.
Undertaking of general clerical tasks such as photocopying, scanning, filing and the sorting of post.
Processing time sheets/rota/expenses on behalf of the medical services.
Act as a liaison between CERU & Medical Staffing.
Managing daily updates on patient boards including Waiting list, bed allocations.
Support the patient flow team with data input or liaising with other services as service pressures requires.
Support the input of project information into the Trusts and services chosen method of recording.
Support Business and project support lead in maintain up to date records of all CERU projects.
Support the development of Standard Operating Procedures (SOPs).
Attending service and team meetings as required.
Knowledge, Skills and Experience
Has the freedom to recognise resource requirements but must seek authorisation from manager.
Freedom to act is restricted by rules, regulations and procedures to a large extent. They form the basis of working practice and the need for all resource requests to be authorised by manager.
The post holder has the freedom to produce general work without the need for checking, although it is available if required. All clinical work that is developed in supporting is checked by a professional.
Concentration required for data analysis, frequent interruptions requiring urgent attention and re-prioritisation of work.
Measurable Result Areas
Daily use of patient information IT systems to input patient information, report progress of referrals to relevant hospitals and other services on an ad-hoc basis which could be daily or a weekly basis. The post holder will be responsible for the accurate input of supplied information.
Daily use of general IT systems (e.g. Internet, Intranet, e-mail, Microsoft office software packages, Lorenzo, ASPYRE or other service adopted IT systems). The post holder will be responsible for the accurate input of supplied information.
Daily use of telephone, photocopier, scanner and fax machine and computer.
Communications and Working Relationships
Daily liaison with patients, relatives and carers by telephone, in person and by letter whom may be distressed/angry.
Daily liaison with other professionals. Within the department, with the wider CERU team, multi-disciplinary team co-ordinator and other organisations. External to the department liaison is necessary with all other secretarial staff including Ward Clerks, Patients flow team, Consultants, GPs, therapists and other care staff.
Liaising with Wheelchair provider (currently Invacare) and input of wheelchair hire purchases communication with CERU teams delivering the wheelchair service. OT.
The active listening of messages and making decisions on appropriate action, mainly by telephone, letter, fax, email or in person.
Person Specification
Qualifications
Essential
- RSA 2 Typing Qualification
- Good general education including English Language GCSE passes
- Working knowledge of Microsoft Office
- Previous knowledge of Lorenzo or an equivalent clinical system an advantage
- NVQ 3 or equivalent in admin
Desirable
- Speed and accuracy in the production of documents
Experience
Essential
- Significant previous administration experience including and working in a customer/patient facing role
Desirable
- Health Records or GP Surgery reception / NHS experience
Skills
Essential
- Articulate and able to communicate clearly: verbally and written
- Good interpersonal skills - able to work as a team
- Able to use initiative
- Motivated, organised and able to prioritise own workload
Desirable
- Understands importance of quality in health care
Personal Qualities
Essential
- Responsible and reliable
- Able to work effectively as a team member
- Be an effective communicator with Distressed patients/carers
- Co-operative and flexible
- Recognises own limitations
- Receptive to change
Other
Essential
- Keen to develop personal skills
- Able to change duties at short notice
- Able to travel independently between bases when required
Person Specification
Qualifications
Essential
- RSA 2 Typing Qualification
- Good general education including English Language GCSE passes
- Working knowledge of Microsoft Office
- Previous knowledge of Lorenzo or an equivalent clinical system an advantage
- NVQ 3 or equivalent in admin
Desirable
- Speed and accuracy in the production of documents
Experience
Essential
- Significant previous administration experience including and working in a customer/patient facing role
Desirable
- Health Records or GP Surgery reception / NHS experience
Skills
Essential
- Articulate and able to communicate clearly: verbally and written
- Good interpersonal skills - able to work as a team
- Able to use initiative
- Motivated, organised and able to prioritise own workload
Desirable
- Understands importance of quality in health care
Personal Qualities
Essential
- Responsible and reliable
- Able to work effectively as a team member
- Be an effective communicator with Distressed patients/carers
- Co-operative and flexible
- Recognises own limitations
- Receptive to change
Other
Essential
- Keen to develop personal skills
- Able to change duties at short notice
- Able to travel independently between bases when required
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).
Employer details
Employer name
South Warwickshire University NHS Foundation Trust
Address
Central England Rehabilitation Unit (CERU)
The Leamington Hospital, Heathcote Lane
Warwick
CV34 6SR
Employer's website
https://www.swft.nhs.uk/ (Opens in a new tab)
