Administrator

Job description

Job responsibilities

Main Duties and Responsibilities

To provide the administrative support for the MHST, including taking minutes, writing letters, booking rooms, organising meetings and organising the team.

To support with recording and monitoring the teams governance data.

Support and manage the patient referral process for the team.

To use electronic patient management system to register, process, check, update and discharge patients.

To type appointment letters and send clinical letters and discharge letters.

To maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, and typing.

Respond to all queries, correspondence and issues within the team.

Prioritise and manage own workload.

Implement processes and practices to ensure best practice within the new team.

To ensure that all contact details are kept up to date.

To produce information and data relating to the services relating to this department, as required.

To support with recruitment of new team members.

Communication

Ensure that all information is disseminated to staff as appropriate.

Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.

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.

To answer queries from other professionals outside of the team.

To ensure effective communication between the MHST using various mediums such as email and phone calls.

To assist with day-to-day queries into department.

To provide data and information for reports as required.

To provide narrative or description to data as required.

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.

Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation.

Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services.

Budgetary Responsibility

Order specialist equipment and consumable for services as required.

Receipt goods as required.

Liaise with central procurement team for routine orders.

Monitor use of consumables within own area and identify areas of saving and make changes as required.

People Management

To demonstrate and train staff within the remit of your tasks.

Raise any performance issues or concerns to your line manager.

To support staff undergoing induction within your department.

To participate in supervision to ensure work is to an excellent standard.

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Clinical and Practice Governance

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.

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.

The post holder must adhere to the Trust risk assessment and risk management processes.

The post holder must adhere to infection control policies and procedures.

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and safeguarding audits as required.

The post holder is required to participate in relevant emergency preparedness process for their team.

Person Specification

Qualifications & Training

Essential

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

Experience

Essential

• Administration experience
• Experience of collating and monitoring data
• Experience of prioritising work autonomously
• Use of Microsoft Office Applications

Desirable

• Use of SystmOne
• Experience of working as an administrator within the NHS
• Experience of using ESR
• Experience of using Health Roster

Knowledge & Skills

Essential

• Excellent communication skills, with a friendly professional manner
• Confident computer literacy including word and excel in order to type letters and create and update databases
• Working knowledge of outlook
• Ability to work under own initiative, be able to prioritise work and be well organised
• Good attention to detail and ability to check own work.

Desirable

• Familiarity with the use of SystmOne computer system and adding notes to patient records

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

Cambridgeshire Community Services NHS Trust

Address

Brookfields Health Centre

Seymour Street

Cambridge

CB1 3UG

Employer's website

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