Senior Administrator

Job description

Job responsibilities

Processing of all referrals into the service, ensuring that all relevant Health & Social Care systems are updated in accordance of that referral.

Ensure an effective admin service is provided to meet the needs of service users.

Ensure calls to the base are dealt with efficiently and professionally.

Arranging provision of reception/meet and greet service to outpatient clinics.

To ensure any new data quality processes and systems are put in place to improve service user experience.

Through the implementation of the CPA forward booking system ensure that reviews take place in a timely manner in line with CPA policy.

Through the implementation of the PbR forward booking system ensure that reviews take place in a timely manner in line with the care transition protocol.

Provide first point of contact for written and telephone enquiries on behalf of your consultants, using judgement to establish validity and priority of the contact.

Deal with any admission enquiries using judgement and observing patient confidentiality at all times.

Liaise with General Practitioner regarding clinic and domiciliary visits. Liaise with outside agencies, including Social Services, Coroners Office, other hospitals, medical services, clients and their relatives.

Liaise with multi-disciplinary team members with regard to requirements for joint outpatients work/care programming activity.

Track all service users from referral to discharge ensuring all appointment and correspondence are within local and national targets to assist with driving quality improvement and performance.

Check the patients status, follow up appointments etc have been booked when mentioned in correspondence / discharge correspondence using the EPR systems, ensuring demographic details are correct and amend where necessary.

Receive and distribute mail on a daily basis as required using judgement and experience.

Plan and organise appointments in both the clinical diary systems and outlook diary systems.

Arrange visit and meeting as required using judgement and experience to act in emergency cases.

Ability to prioritise workload.

To facilitate and manage, including minuting and dissemination of minutes, for any meetings requested relevant to your role or during time of cover for colleagues absence.

Participate in the appraisal process with required knowledge of the Knowledge and Skills framework (KSF)

Attend and participate in regular administrative meeting.

Support trainee/agency administrators ensuring effective office system is maintained, and support is offered where needed.

Cooperate fully in the introduction of new technology and in the development of new methods of working as appropriate to your area of responsibility.

To take responsibility for own area of work, ensuring any areas of concerns are raised timely and appropriately.

Support service developments relevant to your area of work and assist in change programmes to enhance the service delivered.

Maintain the highest standard of confidentiality with regards to information concerning clients/staff at all times.

Maintain and update patients records and filing systems, involving the use of the electronic database and the Trust Electronic Patient Record (EPR) Systems.

Ability to use word processing package to a high standard.

To provide analytical data to the service as and when required.

To validate all data quality reports for your service and update the EPR system as required.

To ensure the city council record system is maintained and updated regularly to ensure accurate information sharing.

Responsibility for the line management of the Admin & Clerical staff to include recruitment, retention, supervision, support and appraisal.

Responsible for the training, development and competencies ensuring personal development plans are updated on a regular basis in accordance with Trust Policy.

Responsible for ensuring compliance with standards, practice guidelines and Trust Policies and Procedures creating a culture of constant betterment.

To be responsible for monitoring nonattendance in line with the Trust Attendance Management policy including recording of sickness and holidays and the production of absence reports as required.

To arrange, monitor (and participate) in mandatory training for all A&C Staff.

In conjunction with the Operational Services and Performance Manager and Community Admin Manager, work closely with colleagues across the division to ensure a standardised approach is taken in relation to performance and Data Quality matters.

To train administration staff in relation to data capture processes, CPA forward booking and PbR, ensuring a robust standardised approach is in place.

To demonstrate the Trust Values in carrying out the role.

To be responsible for the line management and development of other staff members.

To be responsible for the performance management of staff that are line managed within this role.

To manage the appointment booking process, ensuring the timely booking of appointments for service users in line with waiting list management.

To lead on training and implementation admin process across area of responsibility and working to strict deadlines.

Assist in implementing any systems to improve service efficiency and the meeting of required targets.

In conjunction with team managers, regularly monitor performance in relation to CPA and PbR, highlighting areas of concern or potential issues in achieving targets and improving performance.

Adapt and improve local systems and procedures around data collection/input, audit and analysis so they continue to meet the needs of the teams.

Assist in implementing any systems to improve service efficiency and the meeting of required targets.

To ensure the Electronic Patient Record (EPR) is up to date in relation to referral information, activity and minimum data requirements to assist with driving quality improvement and performance.

Take appropriate action as identified through data quality/performance reports for Team Managers, Community Admin Manager and Operational Services and Performance manager.

Support members of the multi-disciplinary team to ensure that data quality is maintained to a consistently high level.

Provide mutual support to the teams during times of annual leave, workload pressure and sickness as directed by the Community Admin Manager.

To participate in data collection, analysis and audits when required to develop and improve services.

To take responsible care for the health and safety of the post holder and others affected by their actions.

To work and use all equipment in accordance with safe operating procedures and Trusts code s of practice.

To report all accidents, incidents and omissions to the manager.

To attend all training identified as being appropriate by the line management team.

To ensure regular checks are undertaken and documented for both health & safety and fire safety in line with Trust policy.

To ensure general housekeeping of team base is monitored and managed according to local procedure.

The post holder will work within Trust policies.

The post holder will have regular review meetings with their line manager.

The post holder has the freedom to act based on their own interpretations of broad policies, seeking guidance from others as necessary.

To undertake any other reasonable duty, when requested to do so by an appropriate Trust manager.

To understand and comply with all Trust policies, procedures, protocols and guidelines.

To understand the Trusts Strategic Goals and how you can support them.

To understand the need to safeguarding children and vulnerable adults and adhere to all principles in effective safeguarding.

To carry out all duties and responsibilities of the post in accordance with Equal Opportunities, Equality and Diversity and dignity in care/work policies and principles.

See attached detailed job description and person specification:

Staff benefits

Pay Enhancements 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.

27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years

Excellent pension

Cycle to work scheme

Salary sacrifice car scheme

Wellbeing programme

Blue Light Card Discounts

Person Specification

Education/Qualifications

Essential

• Relevant level 4 competency-based qualification (such as NVQ) or equal demonstrable experience

Desirable

• IT related qualification

Experience

Essential

• Working in a supervisory role and/or management of staff
• Working in a confidential environment
• Data analysis
• Use of Microsoft Package
• Use of office equipment

Desirable

• Contact with patients' / service users

Knowledge

Essential

• The Data Protection Act
• Patient Confidentiality,
• DQ and Performance targets
• Use of office equipment

Desirable

• Use of EPR systems

Skills and Abilities

Essential

• Ability to be numerate and provide and analyse statistical data accurately
• Evidence of leadership skills.
• Effective time management skills
• The ability to prioritise and plan conflicting and complex work demands
• An excellent telephone Manner
• Outstanding communication Skills
• Ability to prepare and deliver training
• Advanced keyboard Skills
• The ability to navigate IT systems, Inc. Excel, Word and Power point
• A caring and sensitive attitude when communicating with staff and patients
• A mature disposition

Desirable

• Patient administration background
• Knowledge of the EPR system
• Advanced keyboard skills

Other Requirements

Essential

• There is an occasional requirement to travel across the wide footprint of the Trust to attend meetings and events relevant to the role.

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

Greater Manchester Mental Health NHSFT

Address

Rawnsley Building

Manchester Royal Infirmary

Oxford Road

M13 9WL

Employer's website

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