Business Support Administrator

Job description

Job responsibilities

1. Communication & Relationship Skills

• Be responsible for the arrangement and communication of appointments e.g., clinics, home visits, as directed by the clinical team. This will require correct use of all electronic systems e.g., HISS, EMIS, NEXUS and ENVOY etc ensuring that designated workload is carried out efficiently and effectively.
• Manage the teams answerphone and telephone enquiries from patients, relatives, and health care professionals in an efficient, tactful, and diplomatic manner, ensuring that any messages and information are passed on in a timely and appropriate manner.
• Ensure all communication letters from clinical reviews are prepared, reviewed, and communicated promptly to the relevant recipients e.g., GP surgeries, Health Care Professionals and Patients, in accordance with trust time standards and to a high standard. Systems used include G2, EMIS and MS Office platforms

1. Knowledge, Training & Experience

• Undertake all Mandatory Training in the timely manner, in accordance with trust policy.
• Be competent in using all relevant office equipment, electronic systems required in the day to day running of the AIRS services.
• Analytical & Judgement Skills
• Using appropriate systems e.g., MS Excel and EMIS, create and manage databases which support effective and efficient caseload management for KPI reporting, statistical data management of trust assets loaned to patients and be able to create reports as requested by clinical and operational management.
• Collate information for audit and KPIs, produce reports and input onto appropriate databases. Support maintenance of statistical records
• Planning & Organisational Skills
• Be responsible for incoming internal and external mail, ensuring appropriate action is taken in a timely manner.
• Be responsive to any administrative queries the team may have and undertake other duties as directed by clinical team members, as appropriate.
• Responsible for managing shared NHS.net email accounts, processing incoming emails, filing, and processing of documentation for filing and communicating to relevant team members where appropriate.
• Be responsible for filing of records in patient case notes, or new incoming electronic systems.
• Ensure effective management of team filing systems.
• Ensure documentation used by clinical team members is ordered or created, and accessible in relevant areas e.g., office, clinic rooms etc.
• Liaise with Pharmaceutical Representatives, arranging educational meetings in consultation with Lead Specialists/Clinical Lead.
• Undertake all duties in line with trust and departmental policies, standard operating procedures, and all relevant statutory requirements.
• Dealing with any issues or problems as the occur, escalating where necessary to the most appropriate team member.

1. Policy & Service Development Implementation

• Be able to identify where improvements to administrative and secretarial processes and systems could be made to support service efficiency and future developments whilst being adaptable and open to any changes that may occur.

1. Financial & Physical Resources

• Be responsible for procurement of administrative, domestic, and clinical stock, raising orders using the relevant electronic ordering systems, liaising with procurement to ensure timely delivery, and recording receipt of goods according to trust policy.
• Liaise with Atlas Estates Dept e.g., Medical Engineering, Medical Equipment Library, Estates and Facilities, whether self-identified or directed by team members, to ensure estates and equipment is maintained/managed effectively, raising any concerns to Clinical and/or Operational Managers.
• Liaise with Domestic Services e.g., Medirest, to escalate any issues.

1. Human Resources

• Participate in the induction and training of new staff with the Department, sharing knowledge and expertise of the administrative processes, functions, and specialty specific knowledge.

1. Information Resources

• Responsible for registration and processing of outpatient referrals, inputting into the EMIS/NEXUS systems.
• Undertake retrieval, correct tracing, filing and storage of patient case notes or clinical records. Support the trusts transition to the Electronic Document Management System (EDMS), ensuring current processes with paper-based records are adapted in line with new trust processes.
• Ensuring effective management of trust alert systems e.g., NEXUS, Maxims, EMIS, and communication with relevant external systems e.g., ERISS.
• Be responsible for arranging meetings as delegated, including liaising with attendees, booking rooms, facilitating creation and circulation of agendas, taking, and recording minutes. Using MS Office systems such as MS Outlook Calendars, MS Teams and trust room booking system.

Person Specification

Education & Qualifications

Essential

• Education of 5 GCSE's grades A-C or equivalent
• Excellent communication skills in English

Desirable

• ECDL or proven equivalent experience in MS applications, email, and trust systems such as HISS, EMIS, NEXUS and ENVOY etc
• RSA Word Processing II or equivalent in audio transcription/ typewriting / word - processing

Experience & Knowledge

Essential

• Previous administration, clerical, secretarial experience.
• Experience within a health care setting
• Experience of working independently and as part of a team.
• Experience in diary management.
• Working knowledge of MS Office software packages

Desirable

• Advanced qualification in MS Office software packages
• Knowledge of medical terminology.
• Working knowledge of in-house hospital systems including EMIS, NEXUS, G2 ability to learn IT systems quickly.
• Knowledge of patient notes / retrieval and related medical records procedures.
• Experience of dealing with difficult situations both face to face and over the telephone with positive outcomes.
• Experience of database administration.
• Experience of audio typing

Skills & Ability

Essential

• Ability to set and establish priorities
• Ability to work autonomously
• Good keyboard skills

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

Blackpool Teaching Hospitals NHS Foundation Trust

Address

Blackpool Victoria Hospital

Whinney Heys Road

Blackpool

FY3 8NR

Employer's website

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