Job summary
The senior administrators role is to key to the delivery of effective administrative support for the smooth and efficient running of the Community AHP Services, by liaising with the clinicians, patients, and other Health Care services, to provide a comprehensive admin service to support clinicians in Community AHP Services, enabling them to focus on clinical duties and provide high quality patient care. To ensure data is accurate and up to date to enable effective monitoring of the services to ensure clinic utilisation and resources are maximised. The senior administrates will have designated areas of responsibility but must be able to cross cover to provide all areas of administrative support as necessary.
Main duties of the job
The main duties include:
Undertake administration/secretarial duties as required for the smooth running of the service, and coordination of clinical care. To process and provide first line triage of referrals, following local operational policy, taking action as required to support effective patient care. To ensure all referrals are recorded and filed as necessary following clinical triage. Undertake administration support with clinic management and monitoring clinic capacity, ensuring patients are booked in as appropriate, escalating as necessary to clinical staff. To support, mentor and deputise for the band 2s as necessary undertaking general office duties such as booking clinics, OASIS data inputting and answering the patient / staff phone lines.
About us
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.
As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.
Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.
Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)
Job description
Job responsibilities
Please see the attached person specification and job description for further details of the main responsibilities
Job description
Job responsibilities
Please see the attached person specification and job description for further details of the main responsibilities
Person Specification
Qualifications and Education
Essential
- GCSE in Maths and English or equivalent
- NVQ 2 Business Administration/Customer Care or equivalent experience
- NVQ 3 in administration or equivalent
- RSA2 / Text processing at level 2 or equivalent
- IT qualification - ECDL, RSAII or equivalent skills and experience
Experience
Desirable
- Previous experience working in the NHS/Healthcare environment
- Experience of management of waiting lists
- Medical audio typing or equivalent experience
- Reception/telephone skills and experience
- Previous experience of Patient Administrator Systems
Communication & Relationship Skills
Essential
- Good communication skills, oral and written
- Good team worker and ability to work alone
- Friendly and approachable
- Professional approach to work and colleagues
Planning & Organisational Skills
Essential
- Able to meet deadlines and manage time effectively
- Well motivated and organised
- Able to work as part of a team, using your own initiative, organising and prioritise own and other workloads to changing and often tight deadlines
Knowledge and Training
Essential
- Proven clerical/administrative experience within a customer care environment
- Understanding of confidentiality and Data Protection Act
- Computer literate with the ability to work in different computer applications
- Good Knowledge of Microsoft packages and experience of inputting data on to spreadsheets/ OASIS / databases
Desirable
- Basic knowledge of medical terminology
Basic knowledge of medical terminology
Essential
- Able to cope with different and competing demands
Equality, Diversity, Inclusion and Trust Values
Essential
- Able to provide safe, caring, and effective services
- Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
- Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued
Person Specification
Qualifications and Education
Essential
- GCSE in Maths and English or equivalent
- NVQ 2 Business Administration/Customer Care or equivalent experience
- NVQ 3 in administration or equivalent
- RSA2 / Text processing at level 2 or equivalent
- IT qualification - ECDL, RSAII or equivalent skills and experience
Experience
Desirable
- Previous experience working in the NHS/Healthcare environment
- Experience of management of waiting lists
- Medical audio typing or equivalent experience
- Reception/telephone skills and experience
- Previous experience of Patient Administrator Systems
Communication & Relationship Skills
Essential
- Good communication skills, oral and written
- Good team worker and ability to work alone
- Friendly and approachable
- Professional approach to work and colleagues
Planning & Organisational Skills
Essential
- Able to meet deadlines and manage time effectively
- Well motivated and organised
- Able to work as part of a team, using your own initiative, organising and prioritise own and other workloads to changing and often tight deadlines
Knowledge and Training
Essential
- Proven clerical/administrative experience within a customer care environment
- Understanding of confidentiality and Data Protection Act
- Computer literate with the ability to work in different computer applications
- Good Knowledge of Microsoft packages and experience of inputting data on to spreadsheets/ OASIS / databases
Desirable
- Basic knowledge of medical terminology
Basic knowledge of medical terminology
Essential
- Able to cope with different and competing demands
Equality, Diversity, Inclusion and Trust Values
Essential
- Able to provide safe, caring, and effective services
- Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
- Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued
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).
