Job responsibilities
Bridgewater
Community Healthcare NHS Foundation Trust and Warrington and Halton Teaching
Hospitals NHS Foundation Trust plan to integrate and form a new organisation on
the 1st April 2026. As such, if your start date is on or after
1st April 2026, you will be employed by the newly formed organisation.
Should you join Bridgewater prior to this date, your employment will
automatically transfer into the new organisation. We are confident that this
transition will provide new opportunities and a continued commitment to
excellence in patient care.
Duties
and Responsibilities:
To provide
a front-line service for all service user enquiries, responding to telephone
and face to face enquiries in an efficient, tactful and professional manner,
redirecting calls, taking action as appropriate. These enquiries may require
the job holder to have extensive knowledge of the clinical services they
support. Liaising with internal services
and partner agencies when necessary.
To be
responsible for maintaining, developing and managing all aspects of
administrative support clinically and/or administratively
To support
band 2 staff to attend and administer duties relating to Neurodevelopmental
Pathway (NDP) panels for children with special needs, ensuring the
administrative function is provided in a timely fashion. To provide the NDP
panel support when band 2 staff are not available
To be part
of a central booking system to have an efficient approach to appointment
management
The
management of the patient booking system to include building of clinic
sessions, management of waiting lists and breaches, data cleansing
To act as
the Superuser for the patient electronic computer system
To ensure
that appropriate levels of identified stock and lower level clinical equipment
are requisitioned on the Purchase Ordering system
To ensure
display and availability of information sources at reception with an adequate
and attractive display of front desk poster and leaflet materials to include
distribution and collation of all patient surveys
To deal
with all internal/external mail and redistribution to relevant department
To accept
deliveries and ensure these are dealt with promptly
To
maintain an effective photocopying, filing and archiving system including
records management in line with Trust policy
To copy
type/audio type medical reports which will contain medical/clinical terminology
and general correspondence as indicated
To report
any faults, defects or building defects to the helpdesk
To
undertake Fire Warden and First aid duties as required to ensure legislative
compliance
To manage
/ book clinic and meeting rooms within the premises and keep room availability
updated as appropriate
To manage,
update and maintain clinical diaries as requested
To carry
out inductions for all new members of staff and service users who may work
within the post holders clinic location i.e. that includes fire procedures,
facilities of the building and general rules and procedures within that
location
To
communicate verbally and in writing with multi agency services regarding
information which may be sensitive and possibly highly distressing which might
be of a legal nature
To
arrange meetings between staff as directed, take notes and distribute the
meeting notes to parties concerned
To assist
with research and audit activity using a variety of audit tools, including the
internet
To
coordinate information received from external partners e.g. Accident and
Emergency (A&E) reports
To edit /
format legal documents
To oversee
the administration of the clerical work of the department, allocating routine
duties to others in the team e.g. the booking and sending of appointments,
re-organising cancelled appointments, organising referral lists with knowledge
of priority level as issued by the team lead
To ensure
all correspondence for the service is typed, allocated to clinicians or filed
as required.
Clinical recording
To ensure
that referrals are screened and priorities highlighted to team lead
To utilise
and support Band 2 staff with SystmOne for case management
To provide
and support Band 2 to provide, the first point of contact and reception
function for all enquiries regarding the service and deal with general
enquiries from patients, carers and other health professionals
To assist
in information collection for patients as requested by registered staff
To oversee
band 2 in provision of and to provide word processing, audio/copy typing, for
team
To be the
first point of contact, responding to service user queries, concerns, requests
for updated prescriptions, information and to feedback information from
clinicians as appropriate
To operate
computerised system such as SystmOne as part of supporting patient management
Responsible
for implementing and maintaining a centralised prescription database by using
excel system.
Record keeping
To record,
and to supervise Band 2 in recording, new referrals and monitor waiting lists
keeping staff informed of targets and possible breaches
To monitor
waiting lists and reviews, managing as per departmental policy
To compile
patient treatment records in line with local policies and to discharge
referrals on SystmOne and manage the appropriate administration processes.
To
retrieve case notes, either written or computerised for clinics/NDP panel
To scan
records as required
To
photocopy materials and correspondence as required
To be
independently responsible for record storing and archiving Appointment
management
To ensure
appointments are offered efficiently and in conjunction with national and local
targets, managing cancellations and non-attendance as per organisational policy
To monitor
and input data as required by team leader
To
document direct and indirect contact with service users / parents in records
To
maintain staff diaries and arrange appointments and to deal with any
correspondence relating to this and log all messages received.
Data management
To
collect, monitor and submit Educational Health and Care Needs Assessment data
for the trust within timescales
To travel
to clinics within the boundaries of Halton to provide administrative support to
the services therein. This
responsibility is delegated from team leader
Staff development
To
identify and support staff training and in conjunction with the team leader to
undertake PDRs for Band 2 staff
Communication
To work as
a member of the team, communicating relevant information to appropriate team
member.
To be able
to communicate effectively in a variety of ways with patients and carers to
ensure the smooth delivery of service, being aware that many service users may
have a disability.
To
communicate and liaise with internal Bridgewater departments and external
agencies, making phone calls as requested by staff to parents and other
professionals
Business Continuity
To ensure
business continuity and support the function of the Halton Childrens Services
team, there will be a requirement to assist with any other administrative
duties as required.
Please see full Job Description attached.
