Administration and Clerical Assistant

Job description

Job responsibilities

To plan and prioritize own workload supporting therapy and nursing teams, management team and administration colleagues undertaking word processing of letters, reports and other documents using Microsoft Word, Excel, PowerPoint.

To use own initiative when dealing with enquiries from colleagues internally and externally, and other health care professionals and direct as appropriate.

To support teams with patient referrals and visit schedules using EMIS. Provide caseload reports and support with caseload maintenance and problem solving.

To develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering.

To be responsible for the ordering of weekly clinical stores and non-clinical items such as uniforms, medical equipment and stationery, demonstrating an awareness of cost efficiency and effectiveness.

To liaise with external organizations to arrange meetings and training sessions as required.

To accurately input monthly staff rosters onto Health Roster and EMIS in timely manner, meeting deadlines for approval. Make approved changes to staff e-roster when appropriate.

To produce weekly Lone Worker buddy system sheets and update.

To update staff training compliance using established systems

To collate data to assist with the reporting of team quality and performance indicators as required by Professional Leads and Locality Managers to produce CQUIN / KPI reports

To be responsible for liaising with external bank staff to fill vacant nursing shifts as requested by Professional Leads.

To actively promote patient feedback survey by supporting teams with data collection and submitting results in timely manner.

To organize meetings by arranging room bookings, meeting agendas and taking minutes. Follow up actions as required.

To be responsible for the storage and recording of confidential patient and staff filing to meet requirements of Information Governance policy and procedures.

Support the Management team with the implementation of new initiatives as required.

To participate and support Management team to promote staff wellbeing activities.

Receive supervision from team / Professional Leads. This may be face to face or by telephone or email

Participate in the Management of Change, making constructive suggestions to how the service can be improved

Makes constructive suggestions on the appropriate use of resource

Demonstrate a commitment to abide by Trust Policies and Procedures and comply with Health & Safety legislation

The post holder will have in depth working knowledge of the relevant systems used within the team setting

Communications and Working Relationships:

To work in conjunction with and communicate effectively with external agencies as part of Removed team network to support patients with care navigation and social prescribing, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable adults.

To demonstrate effective and appropriate communication when dealing with, and providing information to, anxious or distressed patients and family members relaying messages, as required, depending on their urgency, to appropriate member of staff.

To work in partnership with services across South Warwickshire NHS Foundation Trust

To provide IT support and training to individuals on established systems using skills and knowledge in maintenance of caseload information and problem solving.

Person Specification

Qualifications

Essential

• Level 3 NVQ/BTEC certificate in Business / Business administration or equivalent
• GCSE A-C Maths and English or equivalent
• Microsoft Office including Word, Excel, PowerPoint and email packages to level 3 standard
• Experience of EMIS / electronic patient records

Experience

Essential

• Proven office experience of at least 1 year preferably in NHS environment
• Proven experience of delivery of administrative systems
• Experience of dealing with internal and external clients both face to face and via telephone
• Experience of using own initiative and prioritising workload

Skills

Essential

• Demonstrate good communication skills in person, on telephone and email
• Demonstrate a high level of accuracy and attention to detail in all work undertaken
• Must be able to deal with enquiries and identify those which can be dealt with and those which require escalation
• Must be methodical and able to develop, organise and accurately maintain effective administration systems
• Must be able to manage resources effectively
• Must be able to respond appropriately to varying workloads and prioritize work effectively
• Must be able to deal with interruptions and resume task in hand without loss of efficiency.

Personal Qualities

Essential

• Able to work as part of a team in a friendly and enthusiastic manner
• Able to work on own initiative and seek support and guidance when necessary
• Demonstrate an understanding of the need for confidentiality in all aspects of work
• To be able to adapt to change
• Must be proactive, flexible and able to demonstrate good organisational skills
• Able to work under pressure and understand the importance of meeting deadlines
• Be willing to attend and participate in meetings as and when required

Other

Essential

• Must be a non-smoker whilst on duty
• Must be able to work flexible hours
• Must be willing to undertake Criminal Records Disclosure at enhanced level
• Must be legally entitled to work in this country
• Must be able to use general office equipment
• Must be able to manoeuvre boxes of patient records and clinical stores using recommended moving and handling techniques
• Able to travel to other areas for meetings and training purposes

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

South Warwickshire University NHS Foundation Trust

Address

Hartshill Health Centre, Hartshill,

Sidhu Close,

Nuneaton

CV10 0GQ

Employer's website

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