Gloucestershire Health and Care NHS Foundation Trust

Administrator

This job is now closed

Job summary

1 x Fixed Term contract/secondment opportunity for up to 6 months

*Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment

The Musculoskeletal Advanced Practitioner Service provides an assessment and treatment service locally to patients. The MSKAP Team work collaboratively across the MSKAP Pathway and the Admin Team are expected to support each other in the same way.

The role will involve working in the department with daily patient contact either face to face or via telephone calls. This role also requires interaction with a varied staff group both internal to this organisation and within the wider Gloucestershire service regarding referrals, enquires and patient pathways with the support of the admin team and clinicians.

Main duties of the job

To provide general administrative support to the MSKAPS Service

To support the delivery of a comprehensive administration and support function to the MSKAPS Service to meet the needs of patients, service users and visitors.

To provide initial support to those who contact the department with enquiries over the telephone.

To make appointments for new and follow-up patients attending the MSKAPs assessment clinics using SystmOne and IT systems.

To ensure all relevant documentation is added to the patient record prior to consultation.

For full and detailed information on the job description and personal specifications please see attached documents.

About us

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:

89.7% believe they are making a positive difference to patients/service users;
73.3% would recommend the organisation as a place to work;
82.4% agree that care of patients and service users is the organisations priority;
76.7% would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Date posted

12 November 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year Per annum

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

327-24-1047

Job locations

Southgate Moorings

2 Kimbrose Way

Gloucester

GL1 2DB

Job description

Job responsibilities

To make appointments for new and follow-up patients attending the MSKAPS Service clinics using SystmOne and IT systems

To make appointments for new and follow-up patients within specified target dates.

To provide general administrative duties i.e. check appointment times, make appointments, cancel clinics and be responsible for the full utilisation of available patient appointments etc.

To deal with telephone enquiries, taking accurate messages, booking and cancellation of appointments and informing staff as appropriate.

To accurately input data on the computer systems.

To use the SystmOne appropriately as required.

Providing short-term cover for colleagues during sickness and annual leave, and adopting a flexible approach when required by the needs of the Service

To provide general clerical support to the clinicians in the MSKAPS Service. This includes dealing with requests for stationery, general enquires etc.

To work with members of the team to maintain/support service practice and procedures.

To ensure that all clerical tasks are completed within required standards and specific timescales.

To work constructively with colleagues to ensure an efficient service to patients is maintained.

To maintain confidentiality at all times.

To liaise, as appropriate, with General Practitioners, health care professionals and other departments.

To deal with patient telephone complaints as they arise, calmly and appropriately reporting to the Clinical Lead as required.

To be able to converse with patients and their representatives on the telephone, this includes dealing with people whose first language is not English or those who are hard of hearing.

To participate in the Department Appraisal process and Individual Development review.

To participate in the Departmental audit as required.

To participate in Departmental In-service training as and when appropriate.

Any other duties as required by the Clinical Lead/Admin Lead.

Job description

Job responsibilities

To make appointments for new and follow-up patients attending the MSKAPS Service clinics using SystmOne and IT systems

To make appointments for new and follow-up patients within specified target dates.

To provide general administrative duties i.e. check appointment times, make appointments, cancel clinics and be responsible for the full utilisation of available patient appointments etc.

To deal with telephone enquiries, taking accurate messages, booking and cancellation of appointments and informing staff as appropriate.

To accurately input data on the computer systems.

To use the SystmOne appropriately as required.

Providing short-term cover for colleagues during sickness and annual leave, and adopting a flexible approach when required by the needs of the Service

To provide general clerical support to the clinicians in the MSKAPS Service. This includes dealing with requests for stationery, general enquires etc.

To work with members of the team to maintain/support service practice and procedures.

To ensure that all clerical tasks are completed within required standards and specific timescales.

To work constructively with colleagues to ensure an efficient service to patients is maintained.

To maintain confidentiality at all times.

To liaise, as appropriate, with General Practitioners, health care professionals and other departments.

To deal with patient telephone complaints as they arise, calmly and appropriately reporting to the Clinical Lead as required.

To be able to converse with patients and their representatives on the telephone, this includes dealing with people whose first language is not English or those who are hard of hearing.

To participate in the Department Appraisal process and Individual Development review.

To participate in the Departmental audit as required.

To participate in Departmental In-service training as and when appropriate.

Any other duties as required by the Clinical Lead/Admin Lead.

Person Specification

Qualifications

Essential

Educated to GCSE level in Mathematics and English Grade C or above
NVQ 2 in administration or relevant experience or qualification

Desirable

Clerical/administrative/reception qualification

Experience

Essential

Experience of working in a customer facing environment (face to face and via the telephone)
Experience of working as part of a team
Experience of working in an office environment

Desirable

Experience of working in a healthcare environment

Skills

Essential

Evidence of keyboard skills
Ability to use a range of IT systems and Microsoft packages e.g. Excel, Word, Email
Ability to communicate clearly, both written and verbally, often over the telephone with members of the public who may have difficulties hearing and understanding, or where English is not their first language
Evidence of ability to work on own initiative but also as part of a team

Desirable

Experience of working in a similar role with mixed responsibilities (appointments, typing, data input)

Person Specification

Qualifications

Essential

Educated to GCSE level in Mathematics and English Grade C or above
NVQ 2 in administration or relevant experience or qualification

Desirable

Clerical/administrative/reception qualification

Experience

Essential

Experience of working in a customer facing environment (face to face and via the telephone)
Experience of working as part of a team
Experience of working in an office environment

Desirable

Experience of working in a healthcare environment

Skills

Essential

Evidence of keyboard skills
Ability to use a range of IT systems and Microsoft packages e.g. Excel, Word, Email
Ability to communicate clearly, both written and verbally, often over the telephone with members of the public who may have difficulties hearing and understanding, or where English is not their first language
Evidence of ability to work on own initiative but also as part of a team

Desirable

Experience of working in a similar role with mixed responsibilities (appointments, typing, data input)

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.

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Southgate Moorings

2 Kimbrose Way

Gloucester

GL1 2DB

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Southgate Moorings

2 Kimbrose Way

Gloucester

GL1 2DB

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)