Job summary
The post holder will be responsible for providing comprehensive, high qualitysecretarial and administrative support service to one of several District Nursing Teams within Whittington Health (Haringey & Islington). This will include data entry, general administration work, updating the appointments system and providingexcellent customer care at all times including when on the phone.Post holder will receive incoming telephone calls from patients, carers, GP's, staff, other Health Care Professionals, and external organisations and to be able to take appropriate action, which may involve discussion with the other members of theteam.The post holder will need to ensure that local teams have sufficient equipment and access to systems across Whittington Health. They will also need to ensure that all data entry within local teams is accurate and completed within deadlines to ensure easy and transparent reporting processes.
Main duties of the job
Admin and ClericalTo support the District Nursing Team to facilitate the effective running ofadministration systems across the District Nursing Teams, contributing to a lean, cost effective and productive service.Help staff log in to computers and assist with any administrative queries and supporttemporary staff on duty.To provide a high quality, helpful and courteous response for members of the public, service users and representatives of other departments or agencies by telephone, showing sensitivity to their feelings and respecting their wishes wherever possible.To undertake photocopying, circulation, processing of correspondence, filing,scanning and uploading of relevant documents, as well as organizing of folders and archiving. Also including any other general clerical duties as required by the District Nurse Team Manager.
Please see JD for main duties of the job.
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
To monitor incoming and outgoing posts (mail) as necessary, and to undertake filing, archiving and other administrative roles. To be involved in continuous review of systems and processes.To draft letters, memorandums and reports as requested.To order, store, monitor and maintain supplies of clinical and non-clinical equipment and update admin team on any changes to procurement when necessary.
To register and review caseload analysis on a weekly basis in conjunction with the caseload on RIO and maintain accurate electronic records.
To track PTL for respective teams, discharge and create referrals when required liaising with Team managers, Nurses and GPs.ICE triaging - where appropriate, carrying out an initial triage of patients provided by GPs, and booking appointments on Rio, ensuring patients are on the appropriate teams lists and forwarding complex cases on to clinical teams.To take minutes for teleconference and send out relevant data to required recipients.
To support the coordinator with administrative queries and tasks.
To attend and take minutes of meetings as required and disseminate minutes and documentation as appropriate to the membership
To undertake any other duties as commensurate with grade as directed by the Localities Business Manager.
Please see attached JD for main responsibilities.
Job description
Job responsibilities
To monitor incoming and outgoing posts (mail) as necessary, and to undertake filing, archiving and other administrative roles. To be involved in continuous review of systems and processes.To draft letters, memorandums and reports as requested.To order, store, monitor and maintain supplies of clinical and non-clinical equipment and update admin team on any changes to procurement when necessary.
To register and review caseload analysis on a weekly basis in conjunction with the caseload on RIO and maintain accurate electronic records.
To track PTL for respective teams, discharge and create referrals when required liaising with Team managers, Nurses and GPs.ICE triaging - where appropriate, carrying out an initial triage of patients provided by GPs, and booking appointments on Rio, ensuring patients are on the appropriate teams lists and forwarding complex cases on to clinical teams.To take minutes for teleconference and send out relevant data to required recipients.
To support the coordinator with administrative queries and tasks.
To attend and take minutes of meetings as required and disseminate minutes and documentation as appropriate to the membership
To undertake any other duties as commensurate with grade as directed by the Localities Business Manager.
Please see attached JD for main responsibilities.
Person Specification
Education/Qualification
Essential
- Excellent written/spoken English
- Educated to GCSE/O level or equivalent
- Higher education to A level or equivalent work experience
Knowledge, Skills & Abilities
Essential
- Ability to work as part of a team
- Knowledge of Microsoft office packages
- Ability to work without constant supervision
- Ability to manage and prioritirise workloads
- Ability to communicate in a clear and professional manner
- Ability to act appropriately in stressful situations
- Ability to undertake complex administrative tasks and processes
- Willingness to learn new skills and undertake necessary training i.e., ICE relevant to the post
Experience
Essential
- Previous admin / busy office experience
- Previous experience of working within the NHS
- Knowledge of administrative procedures, range of computerized software including Microsoft packages.
- Experience using RiO and other patient database systems
- Previous experience of booking and changing appointments
- Previous experience of dealing with the public face to face and over the telephone
Personal Qualities
Essential
- Excellent verbal and written communication skills
- Flexible approach to changing circumstances and departmental needs
- Good organization, time management and prioritization skills
- Excellent problem-solving skills
- Demonstrate good communication skills
- Ability to recognize in self-work-related stress and pressures
- Personally/professionally responsible
Person Specification
Education/Qualification
Essential
- Excellent written/spoken English
- Educated to GCSE/O level or equivalent
- Higher education to A level or equivalent work experience
Knowledge, Skills & Abilities
Essential
- Ability to work as part of a team
- Knowledge of Microsoft office packages
- Ability to work without constant supervision
- Ability to manage and prioritirise workloads
- Ability to communicate in a clear and professional manner
- Ability to act appropriately in stressful situations
- Ability to undertake complex administrative tasks and processes
- Willingness to learn new skills and undertake necessary training i.e., ICE relevant to the post
Experience
Essential
- Previous admin / busy office experience
- Previous experience of working within the NHS
- Knowledge of administrative procedures, range of computerized software including Microsoft packages.
- Experience using RiO and other patient database systems
- Previous experience of booking and changing appointments
- Previous experience of dealing with the public face to face and over the telephone
Personal Qualities
Essential
- Excellent verbal and written communication skills
- Flexible approach to changing circumstances and departmental needs
- Good organization, time management and prioritization skills
- Excellent problem-solving skills
- Demonstrate good communication skills
- Ability to recognize in self-work-related stress and pressures
- Personally/professionally responsible
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).
