Job summary
Clinic Administrator Band 3 25 hours per week. 9month Fixed Term Contract.
This post is a 9-month fixed term maternity cover. Please note that the successful candidate will not commence in post until June 2024.
We are currently looking for an enthusiastic individual to join our Community Administration service. This post will work within a locality providing full clerical support to Health Care Professional teams that are based within the community clinics. As part of the Clinic Administrator role, you will be required to directly line manage a team of Clerical Officers across multiple sites within the locality.
Community clinics currently operate between the hours of 8.00am and 5.00pm, Monday to Friday, however the Administration service is contracted to work between the hours of 8.00am and 8.00pm, Monday to Saturday.
As a Clinic Administrator, you will be responsible for staff management and development and this will include managing 5 members of staff across three community clinic sites in the Denton, Dukinfield & Droylsden Locality therefore line management experience is essential. The hours of work at present will be 25 hours a week working 08:30 to 2:30pm (some flexibility may be required), Monday to Friday.
Main duties of the job
The post holder will be familiar with a full range of clerical/secretarial tasks and be able to undertake specific duties when necessary, whether this is front facing in clinic reception or back office administration. The post holder will be expected to use the inpatient data system package to book patient appointments and ensure service users are given appropriate information and direction in relation to the services provided.
You will be responsible for the reporting of maintenance issues within the community sites to ensure the facilities are fit for purpose and you will support the Locality Administrator in the smooth running of the services provided by the Community Healthcare setting. You will be expected to undertake duties delegated by management using your own initiative and work without supervision.
Being a car owner/driver is desirable to the role as the successful candidate will be expected to work from all three community clinic sites within the Denton, Dukinfield and Droyslden Locality.
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
The designated person will provide full clerical support to the Health Care Professional teams based in community settings therefore they must be conversant with all of the services offered within Community Healthcare. They will also be responsible for staff management and development.
The post holder will be familiar with a full range of clerical tasks and be able to undertake specific duties. The post holder will have a variety of IT skills to be able to use spreadsheets, word processing, e-mails and basic keyboard skills. As a service, we are paperlite therefore having a variety of IT skills is a must. General office management skills such as filing/management of records and switchboard/telephone duties will also be expected. Data inputting and attention to detail is also key for this role.
The post holder will be undertaking tasks requiring strict confidentiality and they will be expected to use the patient administration system to book patient appointments, either face to face or over the telephone. It is imperative that the successful candidate is able to follow processes and procedures and they must be meticulous in their approach.
Good communication skills are required to deal with enquiries to the department either face to face, by telephone or email. It is important that the post holder is able to communicate effectively and maintain good relationships with patients, medical professionals and other departments across the healthcare setting and other outside agencies.
A requirement of the role is to be able to organise and plan own day to day workload or activities in order to meet the demands of the job role. The post holder is expected to undertake duties delegated by management, using own initiative and working without supervision.
The post holder will be responsible for the reporting of maintenance issues within the community sites to ensure the facilities are fit for purpose and the Clinic Administrator will support the Locality Administrator in the smooth running of the services provided by the Community Healthcare setting.
Due to the nature of the work, the Clinic Administrator must be able to prioritise, as frequent interruptions can be expected from the public and professionals.
The Clinic Administrator is the link between the health care professional and service users who utilise the services within community healthcare. The role of Clinic Administrator is not to give medical advice but to refer on to a health care professional or relevant service.
As part of this role, you will be required to travel and work from any community healthcare base according to the needs of the service therefore the ability to travel between sites is essential. In the localities, there are some sites that are front facing and other sites which are back office. The post holder will be expected to work between both therefore a degree of flexibility is required.
Job description
Job responsibilities
The designated person will provide full clerical support to the Health Care Professional teams based in community settings therefore they must be conversant with all of the services offered within Community Healthcare. They will also be responsible for staff management and development.
The post holder will be familiar with a full range of clerical tasks and be able to undertake specific duties. The post holder will have a variety of IT skills to be able to use spreadsheets, word processing, e-mails and basic keyboard skills. As a service, we are paperlite therefore having a variety of IT skills is a must. General office management skills such as filing/management of records and switchboard/telephone duties will also be expected. Data inputting and attention to detail is also key for this role.
The post holder will be undertaking tasks requiring strict confidentiality and they will be expected to use the patient administration system to book patient appointments, either face to face or over the telephone. It is imperative that the successful candidate is able to follow processes and procedures and they must be meticulous in their approach.
Good communication skills are required to deal with enquiries to the department either face to face, by telephone or email. It is important that the post holder is able to communicate effectively and maintain good relationships with patients, medical professionals and other departments across the healthcare setting and other outside agencies.
A requirement of the role is to be able to organise and plan own day to day workload or activities in order to meet the demands of the job role. The post holder is expected to undertake duties delegated by management, using own initiative and working without supervision.
The post holder will be responsible for the reporting of maintenance issues within the community sites to ensure the facilities are fit for purpose and the Clinic Administrator will support the Locality Administrator in the smooth running of the services provided by the Community Healthcare setting.
Due to the nature of the work, the Clinic Administrator must be able to prioritise, as frequent interruptions can be expected from the public and professionals.
The Clinic Administrator is the link between the health care professional and service users who utilise the services within community healthcare. The role of Clinic Administrator is not to give medical advice but to refer on to a health care professional or relevant service.
As part of this role, you will be required to travel and work from any community healthcare base according to the needs of the service therefore the ability to travel between sites is essential. In the localities, there are some sites that are front facing and other sites which are back office. The post holder will be expected to work between both therefore a degree of flexibility is required.
Person Specification
Education and Qualifications
Essential
- IT Skills in Microsoft, word and excel and email
- English and Maths GCSE, CSE, Level 1 or A-C or above
- Car driver/ability to travel
Desirable
- NVQ Qualification in L 1 or 2 in Business Administration/Customer Care/Team Leading or equivalent.
- Powerpoint
Knowledge
Essential
- Knowledge of Patient Administration Systems
- Knowledge of Microsoft Packages
- General office duties
Experience
Essential
- Previous supervisory experience/Line management
- Working experience of general office duties.
- Previous experience of working with the general public
- Customer Service Skillls
Skills & Abilities.
Essential
- Typing/IT skills (email, word processing & file management. Knowledge of Microsoft packages
- Excellent communication skills
- Excellent telephone skills
- Flexibility to change with the changing needs of the job.
- Excellent Organisation Skills
- Ability to work with minimal supervision and make judgements
Desirable
- NVQ Customer Care or Equivalent.
Person Specification
Education and Qualifications
Essential
- IT Skills in Microsoft, word and excel and email
- English and Maths GCSE, CSE, Level 1 or A-C or above
- Car driver/ability to travel
Desirable
- NVQ Qualification in L 1 or 2 in Business Administration/Customer Care/Team Leading or equivalent.
- Powerpoint
Knowledge
Essential
- Knowledge of Patient Administration Systems
- Knowledge of Microsoft Packages
- General office duties
Experience
Essential
- Previous supervisory experience/Line management
- Working experience of general office duties.
- Previous experience of working with the general public
- Customer Service Skillls
Skills & Abilities.
Essential
- Typing/IT skills (email, word processing & file management. Knowledge of Microsoft packages
- Excellent communication skills
- Excellent telephone skills
- Flexibility to change with the changing needs of the job.
- Excellent Organisation Skills
- Ability to work with minimal supervision and make judgements
Desirable
- NVQ Customer Care or Equivalent.
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).
