Job responsibilities
Record keeping and ensuring all documentation, both written and electronic, is
accurately completed using a variety of software.
To be an integral team member for ensuring patients receive high standards of care.
Effectively manage diaries on behalf of and in the 0- 25 Family Health Service
Management Team.
Ensure Batch reports are processed within allocated timescales.
Process Legal requests for information within Trust Guidelines
Ensure the maintenance of medical equipment
Ensure all asset information is accurate and up to date
Distribute incoming correspondence.
Receive and deal with telephone enquiries on behalf of 0-19(25) Service
Arrange meetings, including booking venues, as required, for both internal and external
meetings for the 0-19(25) Family Health Management Team.
Assist with the production of agendas and papers for meetings, ensuring they are
issued in a timely manner.
Take minutes of meetings and transcribe as required, including the follow up of post
meeting actions.
Process order requisitions and marry up invoices maintaining stock control using
authorised on-line ordering system.
Manage the petty cash budget for the locality.
Support the 0- 25 Family Health Service Management Team with administrative
support for recruitment of staff.
Ability to input complex information, including clinical information, and data into a
computer throughout the working day accurately and effectively with interruptions from
telephone calls and staff management responsibilities
Ability to multi task in a demanding and pressurised working environment Travel countywide to manage and support Admin staff, minute meetings both internal and multiagency, and distribute resources and assets. To provide cover in times of absence for all members of the community administration (including safeguarding admin) team as appropriate offering support and assistance as required. To manage the complex filing systems required for the safe handling of child protection information, and flagging of records. To support the gathering of demographic information for safeguarding procedures eg; MARAC, MAPPA. Governance: Observe the rule of confidentiality with regard to patient data. Be familiar with Trust and department codes of practice relating to: Health and Safety at Work Act. The COSHH Regulations. Infection Control. Fire Procedure. Basic Life Support. Complies with the requirements of the Caldicott report, the Data Protection Act, Access to Health Records Act and subsequent legislation issued in relation to computer retained data. Adhere to the Trust Risk Management Policy. Ensure equal access to services for patients by developing and monitoring robust interpreter booking service. Undertake audits, as requested, within own work area and supports research and development within the department, where appropriate. Communication: To use SystmOne to maximum benefit. Be the first point of contact for a wide range of queries and requests from varied internal and external bodies. Adhere to patient confidentiality and Data Protection Act. Liaise with various staff across the Trust to ensure patients care is of a high standard. Use a range of media to communicate with others including: Face to face. Electronic mail. Telephone/Minicom/Typetalk. letters electronic. Receive visitors to the department. Co-ordinate activities with outside agencies, such as interpreting services, to meet patient and department requirements. Supervision/Management/Leadership: To supervise the Admin Team Participate in the appraisal of team members, in accordance with the Trusts Appraisal Policy. To monitor and distribute the workload within the team, ensuring cover arrangements are in place where necessary Co-ordination of temporary cover and holiday planning Provide a comprehensive induction to all new permanent, bank and agency staff to their work area. Managing HR issues for the administration team ensure they are aware of relevant policies, procedures guidelines.
Assist with recruitment process. Act as a support for other staff within the department to ensure smooth running of Admin Team. Plan and prioritise own workload and assist colleagues, providing a reasonable level of clerical and administrative support to the department. To train and supervise the Admin Team in the 0- 25 Family Health Service and act as assessor to candidates undertaking NVQ in Administration. Support the implementation of policies and procedures within the service and ensure staff without access to e-mail are informed of any policy/procedure changes. To undertake any delegated duties as appropriate to grading of post. To lead on implementation of national and local initiatives which affect the 0- 25 Family Health Service To monitor performance of the department and recommend areas for improvement. Education and Development: Self development and participation in continuous and post-basic education. Assist in the development and delivery of training for new staff members as agreed. Participate in mandatory training courses and any training identified during appraisal. Involvement in departmental teams modernising and standardising patient services. Patient/Client/Customer Focus: To use own initiative and respond appropriately to changes in the condition of patients in the service. To be aware of own limitations and when to seek assistance. Treat patients with empathy and reassurance. Ensure that patients are kept informed at all times. Assist with the reception and care of patients, relatives and all visitors to the service. Assist in the development of public and patient involvement and feedback within the department liaising with PALS Manager in an appropriate and timely manner. Ensure that patients have dignity and privacy whilst at the Trust. To act as a resource and support for other staff members. Provide non-clinical information and guidance to patients, carers and other members of the team. Housekeeping: Report for duty attired and of appearance so as to conform with the departments standards. Report faulty equipment for repair and withdraw from use.
