Job summary
We are looking for an individual to provide effective, efficient and autonomous administration for the Virtual Ward service working across clinical teams in BLMK (Bedford, Luton, and Milton Keynes), and across two community service organisations; CCS (Cambridgeshire Community Services NHS Trust and ELFT CHS (East London Foundation Trust Community Health Services), and to the acute hospitals under Bedfordshire Care Alliance.
You will have excellent communication and organisational skills, ability to work autonomously without close supervision, a proactive attitude and a commitment to providing outstanding work.
Main duties of the job
As an Administrator in our Virtual Ward service, you will play a crucial role in supporting the smooth and efficient running of the service.
Your duties will include coordinating patient records, scheduling appointments, ordering and maintaining stock, capturing patient feedback, communicating with patients their families and carers as well as working with a diverse clinical team.
About us
Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There's one reason why our services are outstanding - and that's our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Job description
Job responsibilities
- Provide an autonomous administration function to the Virtual Ward service and unscheduled care hub working collaboratively with the Admin Team Leads in each organisation.
- To have an understanding of the service and the roles within it.
- Monitoring of waiting lists and clinics for the weeks ahead and plan to ensure capacity is used appropriately, exercising judgement in escalating concerns ref capacity.
- Provide information and guidance to patients, carers and relatives about appointments, clinics, admissions.
- Oversee the retrieval, maintenance and analysis of data and information from a range of systems, reporting on this as required.
- Support the development of System 1 within the Virtual Ward.
- Ordering, maintaining and storing of equipment and stock materials relevant for the service and in line with Trust guidelines.
- Ensuring appointments are issued in line with agreed patient pathways.
- Support with the planning of staff rota for the Virtual Ward via the rostering systems.
- Support team members with the IT office needs (access, request forms etc) and escalate where necessary.
- Ensure that high standards of all documentation are maintained, with accurate, complete and up-to-date information regarding patient care are kept in accordance with Trust standards.
- Coordinate complaints working with PALs, managers and clinical leads to ensure timely responses are adhered to.
- Administer the effective and efficient referral processes to the service.
- Provide and receive complex and often sensitive information with a range of stakeholders.
- To respond effectively to queries in line with service and Trust guidelines and standard operating procedures.
- To oversee the delivery of the admin function in relation to all clinical pathways including remote monitoring, education and training log and fleet car admin.
- Work with clinicians on the planning and co-ordination of workload as per service need and ensure all reporting requirements are met.
- Develop and maintain proficiency with relevant IT systems including, MS office, Oracle, NHS Supply Chain, E Rostering etc.
- Participate and support in operational meetings, taking accurate and concise actions, and contributing to service development.
- Support the booking of regular 1-1s / appraisals as required by the Clinical Leads.
- Help coordinate logistics/training for POCT/Doccla as required.
Job description
Job responsibilities
- Provide an autonomous administration function to the Virtual Ward service and unscheduled care hub working collaboratively with the Admin Team Leads in each organisation.
- To have an understanding of the service and the roles within it.
- Monitoring of waiting lists and clinics for the weeks ahead and plan to ensure capacity is used appropriately, exercising judgement in escalating concerns ref capacity.
- Provide information and guidance to patients, carers and relatives about appointments, clinics, admissions.
- Oversee the retrieval, maintenance and analysis of data and information from a range of systems, reporting on this as required.
- Support the development of System 1 within the Virtual Ward.
- Ordering, maintaining and storing of equipment and stock materials relevant for the service and in line with Trust guidelines.
- Ensuring appointments are issued in line with agreed patient pathways.
- Support with the planning of staff rota for the Virtual Ward via the rostering systems.
- Support team members with the IT office needs (access, request forms etc) and escalate where necessary.
- Ensure that high standards of all documentation are maintained, with accurate, complete and up-to-date information regarding patient care are kept in accordance with Trust standards.
- Coordinate complaints working with PALs, managers and clinical leads to ensure timely responses are adhered to.
- Administer the effective and efficient referral processes to the service.
- Provide and receive complex and often sensitive information with a range of stakeholders.
- To respond effectively to queries in line with service and Trust guidelines and standard operating procedures.
- To oversee the delivery of the admin function in relation to all clinical pathways including remote monitoring, education and training log and fleet car admin.
- Work with clinicians on the planning and co-ordination of workload as per service need and ensure all reporting requirements are met.
- Develop and maintain proficiency with relevant IT systems including, MS office, Oracle, NHS Supply Chain, E Rostering etc.
- Participate and support in operational meetings, taking accurate and concise actions, and contributing to service development.
- Support the booking of regular 1-1s / appraisals as required by the Clinical Leads.
- Help coordinate logistics/training for POCT/Doccla as required.
Person Specification
Qual
Essential
- NVQ 3 Business & Administration (or working toward) or equivalent qualification/demonstrable experience.
Experience
Essential
- Post holder must have experience of working in the field of administration which can often be a busy demanding & environment.
- Ability to use initiative without close supervision
Skills
Essential
- Excellent communication and interpersonal skills
Person Specification
Qual
Essential
- NVQ 3 Business & Administration (or working toward) or equivalent qualification/demonstrable experience.
Experience
Essential
- Post holder must have experience of working in the field of administration which can often be a busy demanding & environment.
- Ability to use initiative without close supervision
Skills
Essential
- Excellent communication and interpersonal 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.
