Administrator

Job description

Job responsibilities

Job Purpose:

To carry out a range of administrative and secretarial duties to support the community paediatric team

Support the clinical team in managing the referral process for community paediatrics

Support services in arranging and managing clinic rotas and booking appointments for patients

To assist with other administration teams if required

To assist on reception, if required

To assist on the Single Point of Access (SPA) phone lines, if required.

1. To use electronic patient management system to register, process, check, update and discharge patients.
2. To type appointment letters, clinical letters and discharge letters using both copy type and audio typing.
3. To maintain and update accurate patient records is accordance with standard operating procedures including scanning, filing, audio and copy typing.
4. Respond to all queries, correspondence and issues within department in relation to specialist services.
5. Support the management of the 18 week wait list, escalating any issues to the clinical lead.
6. Prioritise and manage own workload
7. To support the admin team leader in introducing changes to administrative systems in line with service modernisation and integration.
8. To support any audits required by the services relating to this department
9. To produce information and data relating to the services relating to this department, as required
10. To assist with cover on reception, or SPA phone line, if required.
11. To participate in administration meetings and share good practice amongst peers within the organisation

1. Ensure that all information is disseminated to staff as appropriate.
2. To communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies.
3. Act as a link between medical/clinical staff and the admin team to ensure a high standard of service is maintained at all times.
4. Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks.
5. To answer queries from doctors, clinicians and other staff, regarding clinics and patients.
6. To ensure effective communication between clinical staff and administration team using various mediums such as email and phone calls.
7. To assist with day-to-day queries into department.
8. To provide data and information for reports as required.
9. To provide narrative or description to data as required.
10. Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.
11. To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.
12. Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation.
13. Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services.

1. Order specialist equipment and consumables for services as required.
2. Receipt goods as required.
3. Liaise with central procurement team for routine orders.
4. Monitor use of consumables within own area and identify areas of saving and make changes as required.

1. To supervise junior staff and provide guidance and support as required.
2. To demonstrate and train staff within the remit of your tasks.
3. Raise any performance issues or concerns to line manager.
4. To support staff undergoing induction within your department.
5. Maintaining own professional development and requirement to take part in appraisal and KSF process.

1. Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
2. Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
3. The post holder must adhere to the Trust risk assessment and risk management processes
4. The post holder must adhere to infection control policies and procedures.
5. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
6. The post holder must participate in clinical and safeguarding audits as required.
7. The post holder is required to participate in relevant emergency preparedness process for their team.

Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizens health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.

Those most in need of protection include:

1. Children and young people.
2. Adults at risk, such as those receiving care in their own home, people with physical, sensory, and mental impairments, and those with learning disabilities.

The post holder must at all times carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities Policy.To be aware of the responsibilities of all employees, to maintain a safe and healthy environment for patients, visitors and staff.All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure of Barring Service to be made to check for any previous criminal convictions. Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders

Person Specification

Qualifications and Training

Essential

• Educated to NVQ 3 level or equivalent qualifications or equivalent relevant admin experience

Experience

Essential

• Administration experience
• Experience of prioritising work autonomously
• Experience as working as part of a team
• Experience of working with the general public
• Use of Microsoft applications, Word, Outlook Excel, databases

Desirable

• Use of SystmOne and Oracle Working in a service with an 18-week pathway
• Experience of working within the NHS
• Experience of Audio Typing
• Experience of proof-reading

Skills

Essential

• Confident computer literacy including word and excel in order to type letters, mail merge and create and update data bases
• Have good attention to detail and to be able to check own work
• Ability to work flexibly as part of a team
• Able to communicate verbally and through other media such as emails

Safeguarding

Essential

• Demonstrates understanding of safeguarding issues

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

Cambridgeshire Community Services NHS Trust

Address

Oak Tree Centre , Huntingdon or Peacock Centre, Cambridge

Huntingdon or Cambridge

PE29 7HN

Employer's website

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