Job summary
Do you have excellent communication and administration skills with recent experience of working in a busy office environment where no two days are the same? Are you a proficient Microsoft Office and IT user?
If you're looking for a rewarding administrative role where you can make a positive difference to people's experience of the NHS, then joining our patient admin services team and working alongside our community nursing and specialist services colleagues could be right for you.
We're looking for experienced administrators who can transfer their skills to the NHS, ensuring that our community clinicians and patients are always supported with expert admin help.
You should be willing and available to work on a rota basis usually between 0830-17:00hrs Monday to Friday. Your base would be in Long Sutton but may be asked to support at Johnson Community Hospital in Spalding.
Main duties of the job
Following policies, procedures and quality standards, to provide a professional and efficient administrative service which enables our clinical teams to focus on delivering patient care.
To communicate in a timely, sensitive and empathetic manner with patients and clients either verbally or non-verbally, ensuring accurate details are recorded and either actioned or passed in a timely manner to the responsible person/team.
About us
Lincolnshire Community Health Services NHS Trust is in the top 25 per cent of all community trusts for overall staff engagement in the 2021 NHS National Staff Survey.
At LCHS, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in LCHS' workforce.
LCHS recognises the increasing demand for more flexibility in working practices in order to accommodate the personal goals and commitments that employees experience at different stages during their working lives. Flexible working opportunities such as part-time working, compressed hours, job shares, and hybrid working models can help staff to balance their personal and work commitments. Arrangements can be put in place if it can be shown that the needs of the individual can be balanced with those of the service and the impact on other team members, enabling the Trust to recruit and retain skilled staff, raise staff morale, reduce absenteeism and respond to changing service needs more effectively.
We are an ambassador of a learning culture that will support the right individual to progress in their chosen career through an 'earn while you learn' apprenticeship programme. Visit our Learning and Development page to find out more https://www.lincolnshirecommunityhealthservices.nhs.uk/join-us/learning-and-dev
Job description
Job responsibilities
- Monitor voicemails and respond to calls and enquiries from patients and clients, including handling potentially difficult calls, in a professional manner, assessing the urgency, taking messages and passing to the relevant person where necessary.
- Book, amend or cancel patient appointments, by telephone or face to face, ensuring all records are updated and patients and clients are informed. Advise patients on access to and use of services.
- Maintain accurate patient records using both computer and paper. Receive, record, transmit, store and retrieve information from paper or electronic records and databases.
- Provide a range of administrative functions, which may include producing letters, processing patient referrals, scanning, photocopying, taking minutes, booking rooms, sorting post and other office/administration duties.
- Assist in the monitoring, control and ordering of stock and supplies in accordance with LCHS procedures.
- Unlock premises/ensure premises are securely locked and alarms are set prior to leaving the premises, if required.
- Adhere to LCHS's information governance requirements, treat all information as confidential and abide by the Data Protection Act.
Job description
Job responsibilities
- Monitor voicemails and respond to calls and enquiries from patients and clients, including handling potentially difficult calls, in a professional manner, assessing the urgency, taking messages and passing to the relevant person where necessary.
- Book, amend or cancel patient appointments, by telephone or face to face, ensuring all records are updated and patients and clients are informed. Advise patients on access to and use of services.
- Maintain accurate patient records using both computer and paper. Receive, record, transmit, store and retrieve information from paper or electronic records and databases.
- Provide a range of administrative functions, which may include producing letters, processing patient referrals, scanning, photocopying, taking minutes, booking rooms, sorting post and other office/administration duties.
- Assist in the monitoring, control and ordering of stock and supplies in accordance with LCHS procedures.
- Unlock premises/ensure premises are securely locked and alarms are set prior to leaving the premises, if required.
- Adhere to LCHS's information governance requirements, treat all information as confidential and abide by the Data Protection Act.
Person Specification
Qualifications
Essential
- Level 2 vocational qualification or equivalent in Business and Administration, or equivalent experience
Knowledge
Essential
- Knowledge of confidentiality and data protection legislation
Experience
Essential
- Experience of working in an administrative or office environment, delivering a range of administrative functions
- Experience of dealing with members of the public, both face to face and by telephone
- Experience of working in a fast-paced, ever-changing environment and meeting deadlines/targets
- Experience of working collaboratively in a team
Desirable
- Experience of working in a healthcare service
Skills
Essential
- Ability to work to a high level of accuracy and attention to detail, with constant interruptions
- High level of competence in Microsoft Word, Excel and Outlook
- Ability to liaise effectively with staff at all levels as well as with patients and their families
- Ability to work autonomously, managing and prioritising a busy workload
Desirable
- Touch typist
- Competent in the use of SystmOne
Person Specification
Qualifications
Essential
- Level 2 vocational qualification or equivalent in Business and Administration, or equivalent experience
Knowledge
Essential
- Knowledge of confidentiality and data protection legislation
Experience
Essential
- Experience of working in an administrative or office environment, delivering a range of administrative functions
- Experience of dealing with members of the public, both face to face and by telephone
- Experience of working in a fast-paced, ever-changing environment and meeting deadlines/targets
- Experience of working collaboratively in a team
Desirable
- Experience of working in a healthcare service
Skills
Essential
- Ability to work to a high level of accuracy and attention to detail, with constant interruptions
- High level of competence in Microsoft Word, Excel and Outlook
- Ability to liaise effectively with staff at all levels as well as with patients and their families
- Ability to work autonomously, managing and prioritising a busy workload
Desirable
- Touch typist
- Competent in the use of SystmOne
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.
