Band 3 Administrator (LTNC)

Job description

Job responsibilities

To work as part of the administrative team covering the Long Term Neurological Conditions services to provide reciprocal cover to other unit sites as directed by the Admin Co-Ordinator or Operational and Team Managers.

To support systems for incident reporting and contribute to the coordination of the formal complaints procedure, accident and incident report and requests of a legal nature with the LTNC Operational and Team Managers and Service Manager.

To have the ability to multi-task including urgent referral processing, telephone enquiries, management requests and secretarial duties.

To monitor stock held by LTNC Services and complete stock and non-stock requisitions, submitting requests to the Operational and Team Managers for authorisation, goods receipting and store stock appropriately which may necessitate some moving and handling.

To monitor invoices to LTNC services and process these, for example, taxi account, and resolve any discrepancies. Refer to Operational and Team Managers as required. Maintain accurate records and processes for ordering.

To undertake general office administrative duties, such as filing, photocopying and laminating documentation, client file preparation, taking accurate messages for clinical staff, organising meetings, sorting and collection of mail. To compose non clinical correspondence on behalf of LTNC Teams.

To assist the Operational and Team Managers in the reporting of Estates/Security issues in accordance with Health & Safety and Risk Policies.

To attend team meetings/briefings, taking notes when required. To undertake admin and secretarial duties as delegated by the Operational and Team Managers

To liaise with other admin staff within Sheffield Health and Social Care NHS Foundation Trust as the service requires.

To comply with SHSC Paperless Working Policy and LTNC procedures for Electronic Notes Systems with regards to administration, confidentiality and filing.

To establish, review and provide maintenance of effective administrative systems for LTNC and produce written guidelines in order to keep team members informed.

To maintain an end of day staff safety check to ensure the safety of all LTNC staff and to follow appropriate guidelines regarding staff safety

To assist in the recruitment of A&C staff and be responsible for their induction as required.

Administrative/Secretarial Duties

To provide an efficient copy typing, audio typing and word processing of clinical and non-clinical information involving a high degree of accuracy surrounding medical terminology.

To assist in the day to day monitoring and administration of Petty Cash in line with local policy as monitored by the Operational and Team Managers.

To support the LTNC Referral Point Unit to maintain the existing system of recording and allocating incoming enquiries/referrals in accordance with the operational policy of LTNC Services. To issue letters and reports to GPs and referral agencies.

To maintain and administer up to date Information Governance protocol regarding confidential client information which may still need to include storing paper files which will include archiving on a yearly basis.

To arrange appointments for patients/carers, in line with RPU and LTNC Team Protocol, and if necessary ensure coordination with external professionals, organise transport and organise room bookings at appropriate venues.

To take accurate confidential messages on behalf of Clinicians and Operational Management and ensure these are promptly passed on including patient cancellations and staff absence.

To co-ordinate meetings between managers and other senior staff and take notes when required.

To contribute to the production of timely, accurate statistical information and reports for the Management Team.

To assist in the organisation of staff and patient events including sourcing and booking venues, arranging speakers, issuing information to delegates and keeping records.

To assist in processes for dealing with requests for patient records from external agencies. To ensure timely issuing of reports, cheque requests, treatment notes etc. To keep accurate records.

To understand the systems for allowing patients access to health records and a knowledge of legal documentation and systems.

To undertake any other duties appropriate to the role/grading as required by the service. Any change of duties will be discussed with the post holder prior to implementation.

To establish written guidelines, review and provide maintenance of effective administrative systems and processes for LTNC services to ensure efficient and effective Administration and cross cover for other LTNC teams.

I.T. Duties

To liaise with IT support to resolve any IT issues for the LTNC services.

To contribute to the updating and maintenance of SystmOne configured lists, LTNC databases / spreadsheet and ensure data is inputted in accordance with the agreed timescales.

To use a variety of I.T. packages to produce a wide scope of documents including presentations and reports as directed.

To fully understand and support others in the use of the Patient Booking I.T. system (SystemOne) and other relevant data management systems.

To routinely monitor and review warranties of LTNC Team laptops to ensure they are suitable, updated and available for use by clinicians.

To undertake computer duties that includes the relevant use of Access, Excel, Microsoft word, e-mail, PowerPoint and internet.

To be responsible for ordering I.T. equipment for the service via stock and non-stock requisitions as directed by the Operational and Team Managers.

Personal Development

To participate in Trust Personal Development Review (PDR) and Knowledge and Skills Framework (KSF) and produce a personal development plan.

To participate in monthly LTNC Admin Meetings and play an active role in team/individual development, including attendance at relevant identified LTNC and SHSC training sessions.

To attend SHSC staff meetings and training sessions, as and when necessary, in order to keep abreast of relevant Health and Social Care issues and to support personal development.

All employees are expected to observe the Trusts Equal Opportunities Policy in their behaviour to the public and fellow employees. In fulfilling these key tasks the post holder will be expected to be familiar with the local policies and procedures, especially in respect of Health & Safety at Work, Confidentiality, Risk and Fire.

Person Specification

Training and qualifications

Essential

• oECDL or equivalent
• oAudio Qualification or relevant experience
• oNVQ Level 2 in Business Administration
• oMaths and English grade 'C' GCSE or equivalent

Desirable

• oIT Training/qualifications. Willingness to participate in training

Knowledge and skills

Essential

• Experience and understanding of Medical Terminology
• o Experience of taking notes / minutes of meetings
• o Good verbal / non-verbal communicator with the ability to motivate people
• o Good written communication skills
• o Computer literate
• o Good personal organisation skills
• o Ability to manage time and juggle demands
• o Ability to work as part of a team
• o Understanding of professional conduct
• o Understanding need for confidentiality
• o Health & safety and risk awareness

Desirable

• oExperience of working in the NHS or a care focused role
• oUnderstanding of patient focused care
• oKnowledge of and experience with SystmOne - TPP or equivalent electronic patient record system

Experience

Essential

• oExperience of working in a care/rehabilitation setting with people within the health / social care system
• oTo have worked as part of a team

Desirable

• oTo have worked as an Administrator in a setting with people with neurological disability
• oExperience of working in an NHS / public service environment
• oExperience of inducting new staff regarding admin systems and IT systems

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

Sheffield Health Partnership University NHS Foundation Trust

Address

Michael Carlisle LTNC

75 Osborne Rd, Nether Edge,

Sheffield

S11 9BF

United Kingdom

Employer's website

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