Starfish Administration Assistant

Job description

Job responsibilities

To employ effective waiting list management for appointment booking. This will include booking of appointments from waiting lists, resolving appointment conflicts, issuing appointment letters/texts, using cloud booking to ensure there is room availability. You may also be required to book interpreters to support these appointments and arrange translation of documents.

Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.

To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include:

• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner
• Researching appropriate websites, downloading and circulating documents, as requested.
• To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.

To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.

To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding.

To build effective working relationships with the Starfish LD CAMHS Team and wider teams.

To support the Clinical Coordinator Starfish and/or the Admin Team Lead to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient.

To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to Clinical Coordinator Starfish and/or the Admin Team Lead.

To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Clinical Coordinator Starfish and/or the Admin Team Lead.

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as required.

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

To monitor and report their sickness absence and annual leave.

To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.

Person Specification

Experience

Essential

• Proven administration experience within an office environment
• Proven experience of working as part of a team
• Knowledge and understanding of computerised patient's administration systems e.g., SystmOne
• NHS medical terminology

Desirable

• Knowledge and understanding of Olympus Transcription Software

Skills

Essential

• Comprehensive working knowledge of Microsoft Word, Excel and Outlook
• Audio Typing
• Good Organisational Skills
• Proven ability to work on initiative without direct supervision, prioritising and managing own workload

Desirable

• Enhanced IT Skills

Personal Attributes

Essential

• Team Player
• Committed to providing the best possible service to patients

Other

Essential

• Flexible attitude and approach to work to meet the needs of the service

Qualifications

Essential

• GCSE Grade C or above in English and Maths, or equivalent
• NVQ 3 Business Administration or equivalent experience
• RSA II or equivalent typing qualification

Communication

Essential

• Able to communicate effectively in written and verbal English language

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

Norfolk Community Health and Care NHS Trust

Address

Norwich Community Hospital

Bowthorpe Road

Norwich

NR2 3TU

Employer's website

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