Administrative Assistant

Job description

Job responsibilities

Job Description

Post:

Administration Assistant

Band:

2

Location/Base:

Learning Disability Service

Responsible to:

Office Manager

Main Contacts:

Internal or external contacts

The post holder will be responsible for contributing to the provision of an efficient and effective service with excellent standards of customer care and referral processes within the Learning Disability Service. The role requires the post holder to possess good decision making, problem solving, IT and organisational skills.

Provide administrative support to the Learning Disability Service.

Ensure the provision of support to the office manager and the wider community learning disability team. This includes processing of referrals, support for the office manager and other administration staff.

Contribute to the logging of all new referrals onto Paris

Input all new patient demographic data onto the PARIS system.

Maintaining patient health records, ensuring that patient information is up to date and the records are kept in good order, with replacement records generated when the condition requires.

Create and achieve a balance in the workload by prioritising work as necessary and monitoring the situation daily.

Dealing with telephone queries from patients, care givers and professional colleagues. This could involve supporting distressed and difficult service users with minimum supervision ensuring that you act accordingly within the trust values of kindness, equality, and diversity.

Recording any relevant documentation in patient records.

Ensuring that an efficient and courteous service is offered to all service users and that confidentiality is strictly maintained. Be aware of all policies and procedures in relation to health records.

Any other duties commensurate with the post, as instructed by the Clinical Lead/ Operational Manager.

The post holder will be expected to be able to take on the above duties in addition to their current job, but it may be necessary to adjust workloads accordingly and delegate some tasks, as appropriate.

To be able to use current systems to order essential materials for the team.

To be responsible for incoming and outgoing of post.

Report any building issues to NHS property services.

This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process

To undertake any other reasonable duty, which is appropriate to the band, when requested by Senior Staff.

To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.

To be aware of and work towards the Trusts strategic goals.

Person Specification

Education and Qualifications/Experience

Essential

• Qualifications or experience to NVQ 2 level
• Highly motivated and and has experience in a busy environment
• Excellent problem solving skills
• Effective verbal and written communication skills
• Able to handle sensitive information with utmost discretion
• Good interpersonal skills in order to liaise effectively wiht all people
• Excellent organisational skills/good timekeeping

Desirable

• NHS Experience
• ECDL or equivalanet Word/Excel experience
• Ability to demonstrate effective utilisation of resources
• Previous experience with a learning disability team
• Understanding and awareness of learning disability and autism

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Pennine Care NHS FT

Address

Hollingworth Clinic

Market Street

Hollingworth

SK14 8HR

Employer's website

https://www.penninecare.nhs.uk (Opens in a new tab)