Administrative and Clerical Site Managers

Job description

Job responsibilities

Key Responsibilities

KEY DUTIES

• Receptions service for visitors, telephone callers and mail.

• Support the timely and safe discharge of our patients from acute services and will be key to ensuring the safe booking and usage of the various transport requirements for patients.

• Ensure that all referrals (discharge notifications) are checked, recorded and inputted on appropriate databases/systems and ensure they are sent to appropriate areas.

• Ensure that recording, processing and updating local authority systems is in line within their specific policies and procedures.

• Updating sickness and absence procedures.

• Organise stationery and equipment orders.

• Information and data processing and reporting.

• Updating care plans/assessments.

• Raising invoices for order taking.

• Minute taking.

• Updating Master Control Plan (patients who are medically optimised).

• All other duties that are considered appropriate to the post.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Maintain trust professional standards.

• To ensure the confidentiality of all patient information in line with Data Protection/ Caldecott legislation.

• To ensure the privacy and dignity of all patients is paramount and not compromised.

TEACHING & TRAINING RESPONSIBILITIES

• Keep up to date with mandatory training.

• Develop own skills and knowledge and contribute to the development of others.

AUDIT

• Assist colleagues in the undertaking of audits.

GENERAL DUTIES

• To observe the provisions of and adhere to all Trust policies and procedures.

• To actively participate in the annual performance review to identify personal development needs.

• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.

• To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement Mersey and West Lancashire Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.

To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.

• The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment. All staff therefore who come into contact with children, young people and vulnerable adults have a responsibility to ensure they are trained and competent to be alert to potential indicators of abuse or neglect and know how to act on their concerns in line with the policies and procedures of Mersey and West Lancashire Teaching Hospital NHS Trust.

• The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.

All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.

You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.

In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.

To adhere to relevant Code of Practice of Professional body (if appropriate)

• The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.

• The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.

To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.

The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent qualification and/or experience
• RSA/OCR III and/or equivalent qualification and/or experience

Experience

Essential

• Microsoft Office Products Experience
• Ability to work as part of a team

Desirable

• Experience working in an NHS environment
• Understanding of Trust Internal Policies as appropriate

Skills

Essential

• Word Processing Skills
• Audio-Typing Skills
• Medical Terminology
• Ability to accurately maintain computerised and manual filing / documentation systems
• Ability to use own initiative and work independently
• Capability to adapt to most situations
• Reliable and conscientious
• Ability to manage difficult/sensitive situations
• Able to work the hours and undertake duties required

Desirable

• Time Management Skills
• Knowledge of Trust computer systems
• Excellent interpersonal skills

Other

Essential

• Ability to travel across hospital sites when required
• Comply with Trust policies and procedures at all times
• Ability and willingness to undergo further training for the post
• Understanding of confidential nature of role and awareness of Data Protection Act

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

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Whistopn Hospital

Warrington Road

Prescot

L35 5DR

Employer's website

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