Job summary
As a Service Administrator for the Blackpool Tobacco Addiction Service, you will provide a comprehensive administration service to members of the Blackpool Tobacco Addiction Service. In doing so, you will be expected to be able to provide a full range of administrative skills to support the day to day running of the service. The post holder will act as a key point of contact for the service, ensuring that patients, members of the public, key stakeholders and colleagues receive efficient and responsive administrative support. It is expected that the post holder will have a good working knowledge of data management systems, with experience in producing data analytics and reporting. The post holder will be expected to manage their own workload and have strong communication and organisational skills.
Main duties of the job
This position provides administrative and information support for the Blackpool Tobacco Addiction Service to all stakeholders and the public. Key duties include processing new referrals and handling correspondence. The post-holder will manage the team's phone hub, directing calls and messages to relevant staff. Responsibilities also include arranging and attending team meetings, booking rooms, preparing agendas, and taking minutes.
General office tasks involve managing incoming/outgoing mail, photocopying, and handling patient and general queries via telephone, including accurate message-taking and signposting. The role also requires scheduling new and follow-up patient appointments and maintaining effective electronic and paper filing systems for easy document retrieval and audit purposes.
The successful candidate must comply with the Data Protection Act to ensure all information, especially personal patient data, remains confidential. This includes managing an accurate electronic filing system for all correspondence. Additionally, the role involves archiving patient notes in line with Trust policy and managing diaries for the individual and team members. Other duties as required to support the wider service function are also expected.
About us
- To be able to work without supervision, organising and prioritising own workload.
Have input into developing, organising, and implementing new office procedures and systems e.g., updating and developing databases for procedures for processing referrals and monitoring waiting times.
To attend all mandatory and statutory training courses in order to ensure all training is up to date and complies with legal requirements.
To deal with problems as they occur and provide solutions and ideas when applicable.
Job description
Job responsibilities
To provide a comprehensive, administrative and information service on behalf of the Blackpool Tobacco Addiction Service to both internal and external stakeholders and the general public.
Adding and processing of new referrals and dealing with correspondence received including appropriate documentation and respond where required.
To be responsible for telephone calls from both internal and external sources through the team hub, taking appropriate action to ensure all messages are received by relevant members of staff redirecting as necessary.
- To arrange and attend team meetings as directed, liaising with attendees to confirm arrangements, making room bookings, distributing agendas, and taking and recording minutes.
- To undertake general office duties as required including managing incoming and outgoing mail and photocopying.
- Answering the telephone, taking, and recording messages accurately (including patient enquiries) and responding to queries appropriately, signposting where necessary.
- Scheduling appointments for new patients and follow up appointments within agreed timescales.
Maintain an effective filing system to ensure effective retrieval of all relevant documentation and actions on the required date. Must comply with the Data Protection Act, by ensuring all information including personal data is always kept secure and confidential within or away from the workplace.
Manage an accurate and up to date electronic filing system of emails and all correspondence, ensuring the information is easily retrievable for audit purposes.
- To be responsible for archiving patient notes in accordance with Trust Policy.
- Manage paper/electronic diaries for self and team members.
- Any other duties as deemed necessary to support the function of the wider Blackpool Tobacco Addiction Service.
Job description
Job responsibilities
To provide a comprehensive, administrative and information service on behalf of the Blackpool Tobacco Addiction Service to both internal and external stakeholders and the general public.
Adding and processing of new referrals and dealing with correspondence received including appropriate documentation and respond where required.
To be responsible for telephone calls from both internal and external sources through the team hub, taking appropriate action to ensure all messages are received by relevant members of staff redirecting as necessary.
- To arrange and attend team meetings as directed, liaising with attendees to confirm arrangements, making room bookings, distributing agendas, and taking and recording minutes.
- To undertake general office duties as required including managing incoming and outgoing mail and photocopying.
- Answering the telephone, taking, and recording messages accurately (including patient enquiries) and responding to queries appropriately, signposting where necessary.
- Scheduling appointments for new patients and follow up appointments within agreed timescales.
Maintain an effective filing system to ensure effective retrieval of all relevant documentation and actions on the required date. Must comply with the Data Protection Act, by ensuring all information including personal data is always kept secure and confidential within or away from the workplace.
Manage an accurate and up to date electronic filing system of emails and all correspondence, ensuring the information is easily retrievable for audit purposes.
- To be responsible for archiving patient notes in accordance with Trust Policy.
- Manage paper/electronic diaries for self and team members.
- Any other duties as deemed necessary to support the function of the wider Blackpool Tobacco Addiction Service.
Person Specification
Qualifications and Training
Essential
- -Educated to a minimum GCSE grade A-C/4-9 or equivalent including Maths and English
- -Proficient in the use of Information Technology
Experience
Essential
- -Practical experience of using and inputting high quality, accurate data into databases
- -Experience of keeping accurate records
- -Experience of dealing/working with members of the public
- -Experience of dealing with a wide range of health and non-health professionals
- -Previous clerical experience
Desirable
- -Working in an NHS/clinical environment e.g., hospital, GP surgery, CCG, supporting a clinical team
Knowledge and Understanding
Essential
- -Knowledge of IT databases and computer systems
Desirable
- -Understanding of hospital IT systems
- -Knowledge of Trust policies and procedures
Skills & Competencies
Essential
- -Ability to liaise and communicate with staff at all levels
- -Excellent interpersonal and communication skills, including demonstrating empathy and sensitivity to patients and relatives
- -Ability to promote good working liaisons
- -Extracting information and listening skills
- -Ability to handle complex enquiries
- -Ability to deal with challenging behaviour
- -Ability to provide excellent customer care
- -Comprehensive PC skills, including the use of Microsoft applications i.e. Word, Excel, PowerPoint
- -Proven strong administration skills
- -Ability to record and contribute effectively to meetings
Desirable
- -Excellent planning and organisational skills
- -Ability to prioritise workload to respond to changing demand
- -Ability to coordinate complex diary management
- -Motivation and negotiation skills
- -Analytical skills and ability to problem solve
Personal Attributes
Essential
- -Enthusiastic, highly motivated and committed to delivering a service
- -Able to work as part of a team and independently as required, unsupervised
- -Able to plan, organise and prioritise own workload and meet deadlines
- -Can remain calm and professional in a busy environment
- -Empathetic, but able to understand professional boundaries
- -Smart appearance, adhering to the Uniform Policy
- -Welcoming, friendly and approachable manner
- -Adheres to relevant Trust policies and procedures, including confidentiality and data protection requirements
- -Adaptable with willingness and ability to work flexibly
Person Specification
Qualifications and Training
Essential
- -Educated to a minimum GCSE grade A-C/4-9 or equivalent including Maths and English
- -Proficient in the use of Information Technology
Experience
Essential
- -Practical experience of using and inputting high quality, accurate data into databases
- -Experience of keeping accurate records
- -Experience of dealing/working with members of the public
- -Experience of dealing with a wide range of health and non-health professionals
- -Previous clerical experience
Desirable
- -Working in an NHS/clinical environment e.g., hospital, GP surgery, CCG, supporting a clinical team
Knowledge and Understanding
Essential
- -Knowledge of IT databases and computer systems
Desirable
- -Understanding of hospital IT systems
- -Knowledge of Trust policies and procedures
Skills & Competencies
Essential
- -Ability to liaise and communicate with staff at all levels
- -Excellent interpersonal and communication skills, including demonstrating empathy and sensitivity to patients and relatives
- -Ability to promote good working liaisons
- -Extracting information and listening skills
- -Ability to handle complex enquiries
- -Ability to deal with challenging behaviour
- -Ability to provide excellent customer care
- -Comprehensive PC skills, including the use of Microsoft applications i.e. Word, Excel, PowerPoint
- -Proven strong administration skills
- -Ability to record and contribute effectively to meetings
Desirable
- -Excellent planning and organisational skills
- -Ability to prioritise workload to respond to changing demand
- -Ability to coordinate complex diary management
- -Motivation and negotiation skills
- -Analytical skills and ability to problem solve
Personal Attributes
Essential
- -Enthusiastic, highly motivated and committed to delivering a service
- -Able to work as part of a team and independently as required, unsupervised
- -Able to plan, organise and prioritise own workload and meet deadlines
- -Can remain calm and professional in a busy environment
- -Empathetic, but able to understand professional boundaries
- -Smart appearance, adhering to the Uniform Policy
- -Welcoming, friendly and approachable manner
- -Adheres to relevant Trust policies and procedures, including confidentiality and data protection requirements
- -Adaptable with willingness and ability to work flexibly
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).
