Job summary
We are delighted to present an exciting opportunity for the position of Band 5 Administrator & Data Co-ordinator within the recently established Adult Critical Care Emergency Support Service (ACCESS).
ACCESS is an adult critical care transfer service focused on safe, consistent, compassionate, and expert-led transfer of critically ill patients across the capital. We work with London Ambulance Service NHS Trust (LAS), the London integrated commissioning boards and associated critical care networks to provide a transfer service for critically ill patients throughout London between 0800-2200, 365 days a year, with a future goal of transitioning to a 24-hour service.
We are seeking to appoint an experienced and highly motivated individual with excellent communication skills, a strong command of information technology and an interest in data. Knowledge of IPROC and rostering systems would be advantageous. A range of administrative experience is required, accompanied by confidence, composure, strong communication skills and flexible approach. Applicants must be comfortable working in a busy environment. Excellent customer service skills and a flexible work approach are paramount.
If you think you have the right skills and experience for this role and want to join our team.
PREVIOUS APPLICANTS NEED NOT APPLY
Main duties of the job
The Adult Critical Care Emergency Support Service (ACCESS) is an adult critical care transfer service providing safe, consistent, compassionate, and expert-led transfer of critically ill patients across London. It integrates with London Ambulance Service NHS Trust (LAS) and all five integrated commissioning boards and associated critical care networks.
The service is designed to support hospitals across London with the transfer of critically unwell patients using a dedicated transfer team. The service currently runs 0800-2200, 365 days a year with an aspiration to move to a 24-hour service. The London ACCESS administrator is critical to providing support to allow the service to function on a day-to-day basis.
The post holder will be responsible for providing comprehensive high level administrative support to the service.
This is a new and exciting role with an opportunity to join a dynamic and evolving team who are committed to improving patient care and communication across London.
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect. We aim to create an equitable working environment where every i
Job description
Job responsibilities
This job description is intended as an outline of the areas of activity and can be amended in the light of the changing needs of the service and will be reviewed as necessary in conjunction with the post-holder.
Data
- Support the Transfer Service Manager in keeping accurate information and provide reports when required
- Ensure that there is accurate and timely data collection on each referral
- Support the team in producing activity reports
- To support and maintain an accurate and retrievable filing system of any required records or databases and ensure patient referrals and transport forms are filed correctly and recorded accurately
- Be able to generate reports, collect and collate data
Admin & Clerical
- Support the clinical workforce team with rota co-ordination for clinical workforce and for training and observer shifts
- Monitor ACCESS mailbox and triage emails to appropriate personnel
- Support the team administrative processes ensuring appropriate plans are in place in order to meet timeframes.
- In conjunction with the Transfer Service Manager guide new starters in the administrative department and other duties associated with the service
- Support the clinical team with the photocopying, preparing and distributing information as required maintaining confidentiality at all times.
- Diary management of clinical staff and booking meeting rooms.
- Keep accurate and up-to-date information in relation to the clinical team members and that this information is updated as necessary
- Undertake additional PA duties as requested by allocated ACCESS consultant, nursing team or manager.
- Responsible for booking all forms of emergency transportation at the instruction of the consultant team.
- To manage, order, supervise and maintain all stock and ordering processes in association with the Transfer Service Manager
- To be able to work independently, using knowledge and experience to manage workload
- To provide operational support to the service, this will include organising minor works
- Be responsible for maintaining service continuity through consumable management using specialist procurement sites and following procedure, process orders of stock and non-stock items
- Forecasting stock requirements and analysation of slow-moving stock actioning accordingly
- Input and retrieve information from the departmental and/or Trust computer systems in accordance with departmental guidelines
- Implement improvements to the administrative element of the service, proactively identifying emerging issues
- Ensure administration SOPs are implemented and make suggestions to support changes in service delivery
- Support the team with meetings by arranging dates, preparing agendas, collating supporting papers, attending to take notes and preparing accurate minutes for approval as required
- Actively participate in projects by using knowledge and experiences to provide measured opinion, feedback and administrative support
Ensure all policy documents are standardised in the trust template
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below
Job description
Job responsibilities
This job description is intended as an outline of the areas of activity and can be amended in the light of the changing needs of the service and will be reviewed as necessary in conjunction with the post-holder.
Data
- Support the Transfer Service Manager in keeping accurate information and provide reports when required
- Ensure that there is accurate and timely data collection on each referral
- Support the team in producing activity reports
- To support and maintain an accurate and retrievable filing system of any required records or databases and ensure patient referrals and transport forms are filed correctly and recorded accurately
- Be able to generate reports, collect and collate data
Admin & Clerical
- Support the clinical workforce team with rota co-ordination for clinical workforce and for training and observer shifts
- Monitor ACCESS mailbox and triage emails to appropriate personnel
- Support the team administrative processes ensuring appropriate plans are in place in order to meet timeframes.
- In conjunction with the Transfer Service Manager guide new starters in the administrative department and other duties associated with the service
- Support the clinical team with the photocopying, preparing and distributing information as required maintaining confidentiality at all times.
- Diary management of clinical staff and booking meeting rooms.
- Keep accurate and up-to-date information in relation to the clinical team members and that this information is updated as necessary
- Undertake additional PA duties as requested by allocated ACCESS consultant, nursing team or manager.
- Responsible for booking all forms of emergency transportation at the instruction of the consultant team.
- To manage, order, supervise and maintain all stock and ordering processes in association with the Transfer Service Manager
- To be able to work independently, using knowledge and experience to manage workload
- To provide operational support to the service, this will include organising minor works
- Be responsible for maintaining service continuity through consumable management using specialist procurement sites and following procedure, process orders of stock and non-stock items
- Forecasting stock requirements and analysation of slow-moving stock actioning accordingly
- Input and retrieve information from the departmental and/or Trust computer systems in accordance with departmental guidelines
- Implement improvements to the administrative element of the service, proactively identifying emerging issues
- Ensure administration SOPs are implemented and make suggestions to support changes in service delivery
- Support the team with meetings by arranging dates, preparing agendas, collating supporting papers, attending to take notes and preparing accurate minutes for approval as required
- Actively participate in projects by using knowledge and experiences to provide measured opinion, feedback and administrative support
Ensure all policy documents are standardised in the trust template
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
- Full range of Administrative Skills Minimum NVQ III or equivalent experience
- ECDL or equivalent experience ie experience of a range of IT packages such as word, excel, outlook and power point
Desirable
- Data Analysis qualification
Experience
Essential
- Previous administrative experience
- Experience of using the latest Microsoft Office, Teams and Sharepoint platforms
- Experience of using Rostering systems
- Experience of database management and data retrieval
- Experience of assisting in maintaining a healthy, safe and secure working environment for self and other
- Demonstrable experience (during the interview) working in a role that requires data to be manipulated e.g. experience in: o Data management protocols o Database management and maintenance o Experience in supporting analysis of large quantities of data o Ability to provide constructive opinions and views on ideas for service improvement o Ability to prioritise tasks and time management
Desirable
- Administrator in a healthcare environment
- A good level of medical terminology acquired through education, training or work experience
- Advanced Microsoft Excel experience
Knowledge
Essential
- Knowledge of effective administration practice
- Knowledge of database management including query and report design
- Ability to assess risks and report any issues that may put Health and Safety at risk
Desirable
- Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation
Skills
Essential
- Clear concise verbal and written skills
- Ability to use information to monitor processes, plan and initiate action
- Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
- Evidence of effective interpersonal skills with particular ability to liaise with multidisciplinary The ability to plan and coordinate activities and changes to systems or standards Knowledge of procurement, stores management and invoice management team members and external colleagues
- Keyboard skills to access and input to data systems; Competent in Microsoft Office products
- A proven record of being able to work within set timeframes working to priorities and deadlines
- Able to recognise own limits and work within those limits of competence
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others and initiate improvements
- Acts responsibly as a team member and seeks help if necessary
Desirable
- he ability to plan and co ordinate activities and changes to systems or standards
- Knowledge of procurement, stores management and invoice management
Others
Essential
- Acts in a way that is consistent with legislation, policies and procedures and promotes the Trust Health and Safety policies
- Ability to treat everyone with whom s/he comes into contact with dignity and respect Understanding of Equal Opportunities policies and procedures
- Understanding of Data Protection Act and Freedom of Information Act
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
- Full range of Administrative Skills Minimum NVQ III or equivalent experience
- ECDL or equivalent experience ie experience of a range of IT packages such as word, excel, outlook and power point
Desirable
- Data Analysis qualification
Experience
Essential
- Previous administrative experience
- Experience of using the latest Microsoft Office, Teams and Sharepoint platforms
- Experience of using Rostering systems
- Experience of database management and data retrieval
- Experience of assisting in maintaining a healthy, safe and secure working environment for self and other
- Demonstrable experience (during the interview) working in a role that requires data to be manipulated e.g. experience in: o Data management protocols o Database management and maintenance o Experience in supporting analysis of large quantities of data o Ability to provide constructive opinions and views on ideas for service improvement o Ability to prioritise tasks and time management
Desirable
- Administrator in a healthcare environment
- A good level of medical terminology acquired through education, training or work experience
- Advanced Microsoft Excel experience
Knowledge
Essential
- Knowledge of effective administration practice
- Knowledge of database management including query and report design
- Ability to assess risks and report any issues that may put Health and Safety at risk
Desirable
- Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation
Skills
Essential
- Clear concise verbal and written skills
- Ability to use information to monitor processes, plan and initiate action
- Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
- Evidence of effective interpersonal skills with particular ability to liaise with multidisciplinary The ability to plan and coordinate activities and changes to systems or standards Knowledge of procurement, stores management and invoice management team members and external colleagues
- Keyboard skills to access and input to data systems; Competent in Microsoft Office products
- A proven record of being able to work within set timeframes working to priorities and deadlines
- Able to recognise own limits and work within those limits of competence
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others and initiate improvements
- Acts responsibly as a team member and seeks help if necessary
Desirable
- he ability to plan and co ordinate activities and changes to systems or standards
- Knowledge of procurement, stores management and invoice management
Others
Essential
- Acts in a way that is consistent with legislation, policies and procedures and promotes the Trust Health and Safety policies
- Ability to treat everyone with whom s/he comes into contact with dignity and respect Understanding of Equal Opportunities policies and procedures
- Understanding of Data Protection Act and Freedom of Information Act
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).
