Job summary
The role involves taking/making telephone calls to service users and families, responding to queries, organizing appointments, processing clinical letters, facilitating meetings, and administration support to the Team/Team Manager(s) in relation to NHFT systems and diary management for and other general administrative responsibilities.
Main duties of the job
Main Role and Tasks
To effectively manage self, workload and responsibilities.
Dealing with all queries and directing as appropriate.
To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity ofall families and young people is respected.
Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.
Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.
Tasks involving children's records; scanning, archiving, emails, appointment booking and checking clinical letters.
Provide admin support for the Team and Managers inclusive of for E-Rostering duties, eExpenses, ESR, HR forms, maintaining staff records, facilitating appointments and the checking and sending of clinic letters.
Provide support to other members of administrative staff in cases of sickness or leave.
Given the vulnerability of the client group and the amount of client contact, any safeguarding concerns to be immediately raised with Team lead or lead clinician.
Ensure accurate and timely input of data across all systems.To offer training and support for administrative staff in the service including bank admin staff, and for clinical staff on systems and data entry.
To take minutes and notes at meetings and ensure that they are distributed within the timeframe set.
Adhoc Reception cover
About us
NHFT is an integrated primary care and mental health Trust, providing physical, mental health and specialty services in both hospital settings and out in the community. Because we put the person at the centre of all we do, we focus on delivering care that is as easy to access as possible. This means many of our services can be provided at home, work or in schools.We also provide health services to various prisons and detention centres in Bedfordshire and Cambridgeshire.
NHFT promotes a culture of learning to improve the care and safety of our patients and staff, which focuses on people who enable our Trust to be 'outstanding' by supporting opportunity, innovation, development and growth.
Job description
Job responsibilities
Main Role and Tasks
1. To effectively manage self, workload and responsibilities.
2. Dealing with all queries and directing as appropriate.
3. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.
4. Provide comprehensive administrative support to the wider team and Service Manager.
5. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.
6. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.
7. Tasks involving childrens records; scanning, archiving, emails, appointment booking and checking clinical letters.
8. Provide admin support for the Team and Managers inclusive of for E-Rostering duties, eExpenses, ESR, HR forms, maintaining staff records, facilitating appointments and the checking and sending of clinic letters.
9. Provide admin support with various waiting lists
10. Provide support to other members of administrative staff in cases of sickness or leave.
11. Given the vulnerability of the client group and the amount of client contact, any safeguarding concerns to be immediately raised with Team lead or lead clinician.
12. Ensure accurate and timely input of data across all systems.
13. To offer training and support for administrative staff in the service including bank admin staff, and for clinical staff on systems and data entry.
14. To take minutes and notes at meetings and ensure that they are distributed within the timeframe set.
15. Any other duties in line an appropriate to this role, as requested by the Service Manager.
16. Adhoc Reception cover
Job description
Job responsibilities
Main Role and Tasks
1. To effectively manage self, workload and responsibilities.
2. Dealing with all queries and directing as appropriate.
3. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.
4. Provide comprehensive administrative support to the wider team and Service Manager.
5. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.
6. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.
7. Tasks involving childrens records; scanning, archiving, emails, appointment booking and checking clinical letters.
8. Provide admin support for the Team and Managers inclusive of for E-Rostering duties, eExpenses, ESR, HR forms, maintaining staff records, facilitating appointments and the checking and sending of clinic letters.
9. Provide admin support with various waiting lists
10. Provide support to other members of administrative staff in cases of sickness or leave.
11. Given the vulnerability of the client group and the amount of client contact, any safeguarding concerns to be immediately raised with Team lead or lead clinician.
12. Ensure accurate and timely input of data across all systems.
13. To offer training and support for administrative staff in the service including bank admin staff, and for clinical staff on systems and data entry.
14. To take minutes and notes at meetings and ensure that they are distributed within the timeframe set.
15. Any other duties in line an appropriate to this role, as requested by the Service Manager.
16. Adhoc Reception cover
Person Specification
Qualifications
Essential
- good level attained maths and english
Desirable
- NVQ or equivalent in admininstration or customer service
Experience
Essential
- Experience in an administration role
- Experience of appointment booking
Desirable
- Experience of working with CYP and families
- Previous NHS Experience
Knowledge
Essential
- working knowledge of Microsoft packages
Desirable
- knowledge of NHS packages ESR, SystmOne etc
Skills
Essential
- Good time management skills
- Problem solving skillset
- Able to work as part of team and wider service
Person Specification
Qualifications
Essential
- good level attained maths and english
Desirable
- NVQ or equivalent in admininstration or customer service
Experience
Essential
- Experience in an administration role
- Experience of appointment booking
Desirable
- Experience of working with CYP and families
- Previous NHS Experience
Knowledge
Essential
- working knowledge of Microsoft packages
Desirable
- knowledge of NHS packages ESR, SystmOne etc
Skills
Essential
- Good time management skills
- Problem solving skillset
- Able to work as part of team and wider service
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.
