Job summary
Are you looking to make a difference to stroke survivors in Warwickshire? This is an exciting opportunity to join the Warwickshire Integrated Community Stroke Service as part of the administration team for a 9 month fixed term contract.
In this post you will be working within a large team of therapists and assistants from different disciplines including, Occupational Therapists Speech and Language Therapists, Physiotherapists, Dieticians and Psychologists.
We are looking for an administrative assistant to join our supportive multidisciplinary team. A passion for working with people, excellent communication skills, flexibility, good time management and organisational skills are essential for this post.
The post will predominantly be based within North Warwickshire locality team currently based at Wayside House however travel across the county and support to our South locality team based at Leamington Spa may be required.
You will receive support through appraisal, supervision, team meetings plus access to in-house training.
Main duties of the job
To provide comprehensive, confidential administrative support to the Warwickshire community stroke services based at George Eliot, & Leamington Hospitals.
To actively be involved in the scheduling and coordination of appointments for multidisciplinary staff working in the Warwickshire Integrated Community Stroke Service (WICSS)
To ensure clinical correspondence with other HealthCare Professionals is undertaken in a timely manner and available in patients' records
To provide training and support for staff in the department working with EMIS and contribute to the induction of new Allied Health Professionals (AHP) within the team.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University 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. In addition our staff survey results have placed us 4th in the country for recommended place to work.
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, inclusive, 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.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Job description
Job responsibilities
To process community referrals via EMIS and in consultation with the AHP leads to ensure staff timetables are filled
To undertake the booking and cancellation and rescheduling of patient appointments as required.
To send correspondence to patients and referrers regarding patient transfer onto other services
To enter activity and discharge information onto EMIS.
To accurately enter data into the Stroke Sentinel National Audit Program (SSNAP) in a timely manner and support in improvements relating to SSNAP completion.
To handle and process patient records in line with the requirements of the Data Protection Act and Departmental standards.
To monitor and manage the patient literature supplies, ensuring the up to date resources are available in all offices and order as required.
To take and transcribe minutes at meetings.
To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary.
To book rooms for patient groups, training & meeting rooms, as requested.
To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.
To assist in the induction of new members of the ESD and CST teams students and admin staff regarding administration procedures.
To attend and actively participate / contribute at monthly Admin meetings and any other Service meeting deemed appropriate i.e. Locality or Departmental meetings
To undertake general administrative duties including generating patient correspondence, sending / actioning electronic tasks, scanning documents, filing, photocopying, sending / checking electronic faxes ensuring that they are checked against EMIS and associated paperwork is instigated, check CESIL / Synertec alerts on a rota basis, respond to emails where appropriate, distributing resources, agendas minutes etc.
Job description
Job responsibilities
To process community referrals via EMIS and in consultation with the AHP leads to ensure staff timetables are filled
To undertake the booking and cancellation and rescheduling of patient appointments as required.
To send correspondence to patients and referrers regarding patient transfer onto other services
To enter activity and discharge information onto EMIS.
To accurately enter data into the Stroke Sentinel National Audit Program (SSNAP) in a timely manner and support in improvements relating to SSNAP completion.
To handle and process patient records in line with the requirements of the Data Protection Act and Departmental standards.
To monitor and manage the patient literature supplies, ensuring the up to date resources are available in all offices and order as required.
To take and transcribe minutes at meetings.
To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary.
To book rooms for patient groups, training & meeting rooms, as requested.
To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.
To assist in the induction of new members of the ESD and CST teams students and admin staff regarding administration procedures.
To attend and actively participate / contribute at monthly Admin meetings and any other Service meeting deemed appropriate i.e. Locality or Departmental meetings
To undertake general administrative duties including generating patient correspondence, sending / actioning electronic tasks, scanning documents, filing, photocopying, sending / checking electronic faxes ensuring that they are checked against EMIS and associated paperwork is instigated, check CESIL / Synertec alerts on a rota basis, respond to emails where appropriate, distributing resources, agendas minutes etc.
Person Specification
Qualifications
Essential
- Obtained an educational level of GCSE level A - C English and Maths or equivalent
- NVQ3, RSA3 or equivalent
- Attended EMIS training
Experience
Essential
- Proven experience of dealing with internal and external clients both face to face and via the telephone
- Proven experience of the organisation and delivery of administrative system
Desirable
- Experience of using a NHS Patient Administration System or equivalent
Skills
Essential
- Must be able to demonstrate good communication skills in person, on the telephone and via written methods, including e-mail
- Must be able to work independently
- Must be able to take phone messages accurately and identify those which can be dealt with and those which require to be escalated
- Must be methodical and able to develop, organise and accurately maintain effective administrative systems.
- Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
- Must be able to accurately take minutes at meetings and word process minutes and agenda's
- Must be able to demonstrate admin procedures to new staff and students
- Must be able to respond appropriately to varying workloads and prioritise work effectively
- Must be able to deal with interruptions and resume the task in hand without loss of efficiency
- Must be able to use general office equipment
- Must be confident and competent in using Microsoft Word, Excel and Electronic patient records
Personal Qualities
Essential
- Able to work as part of a team in a friendly and enthusiastic manner
- Must be willing to attend and participate in service meetings, as and when required
- Ability to deal with distressing situations patients/relatives.
- Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
- Must be proactive, flexible and able to demonstrate good organisational skills
- To be able to adapt to change
- Must be able to demonstrate an understanding of the need for confidentiality in all aspects of work within the department
Other
Essential
- Must be able to use general office equipment
- Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques
Person Specification
Qualifications
Essential
- Obtained an educational level of GCSE level A - C English and Maths or equivalent
- NVQ3, RSA3 or equivalent
- Attended EMIS training
Experience
Essential
- Proven experience of dealing with internal and external clients both face to face and via the telephone
- Proven experience of the organisation and delivery of administrative system
Desirable
- Experience of using a NHS Patient Administration System or equivalent
Skills
Essential
- Must be able to demonstrate good communication skills in person, on the telephone and via written methods, including e-mail
- Must be able to work independently
- Must be able to take phone messages accurately and identify those which can be dealt with and those which require to be escalated
- Must be methodical and able to develop, organise and accurately maintain effective administrative systems.
- Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
- Must be able to accurately take minutes at meetings and word process minutes and agenda's
- Must be able to demonstrate admin procedures to new staff and students
- Must be able to respond appropriately to varying workloads and prioritise work effectively
- Must be able to deal with interruptions and resume the task in hand without loss of efficiency
- Must be able to use general office equipment
- Must be confident and competent in using Microsoft Word, Excel and Electronic patient records
Personal Qualities
Essential
- Able to work as part of a team in a friendly and enthusiastic manner
- Must be willing to attend and participate in service meetings, as and when required
- Ability to deal with distressing situations patients/relatives.
- Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
- Must be proactive, flexible and able to demonstrate good organisational skills
- To be able to adapt to change
- Must be able to demonstrate an understanding of the need for confidentiality in all aspects of work within the department
Other
Essential
- Must be able to use general office equipment
- Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques
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).
