Job summary
We are seeking an organised and motivated Administration Assistant to join the Starfish LD CAMHS Administration team, within Children's Services. This role provides vital administrative support to the Starfish, Starfish Plus and Starfish Medication Pathway teams, helping to ensure services run smoothly and patients and families receive the best possible care.
This will include using specific knowledge of medical terminology to type and format letters and to employ effective waiting list management for appointment booking. Strong communication, IT and organisational skills are essential, along with the ability to work independently and as part of a supportive team.
This is a permanent full-time role (37.5 hours per week), based at Norwich Community Hospital.
Main duties of the job
Applicants must possess excellent communication and administration skills, with strong knowledge of all Microsoft Applications. Candidates must be able to work as part of a team and independently as well as being able to use their initiative and work to deadlines with attention to detail and accuracy.
The postholder will need to have previous administration experience, including experience of undertaking a range of administrative duties as well as having excellent customer care skills.
Applicants will need to be able to evidence a solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate.
The postholder will be required to work flexibly and proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload.
About us
Find out more about working for our organisation here:
https://heyzine.com/flip-book/2565ae62eb.html
We are a supportive team committed to improving outcomes for children and young people, and their families. This role offers an opportunity to make a meaningful difference in children's lives whilst developing your career in a fast paced and rewarding environment.
Please note, the selection processes at East of England Community Health and Care NHS Trust are in place to ensure we recruit candidates with the right values and skills, please be advised that the use of AI in applications are monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn't accurately reflect their skills.
Job description
Job responsibilities
1. 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.
2. 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.
3. 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.
4. 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.
For the full list of duties, please refer to the job description.
Job description
Job responsibilities
1. 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.
2. 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.
3. 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.
4. 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.
For the full list of duties, please refer to the job description.
Person Specification
Qualifications
Essential
- GCSEs grade C or above in English and Maths, or equivalent.
- NVQ 3 Business Administration or equivalent experience.
- RSA II or equivalent typing qualification.
Experience
Essential
- Proven administration experience in a busy 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, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Outlook and Excel.
- Audio Typing.
- Good organisational skills.
- Proven ability to work on own initiative without direct supervision, prioritising and managing own workload.
- Typing skills.
- Articulate, calm, polite and well-motivated with a positive attitude to customer care.
Desirable
Communication
Essential
- Able to communicate of written and verbal English language.
Personal and People Development
Essential
- Enthusiastic and motivated.
- Committed to providing the best possible service to patients showing care and compassion.
- Tact and diplomacy.
- Team Player.
Personal Attributes / Behaviours
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Flexible attitude and approach to work to meet the needs of the service.
Person Specification
Qualifications
Essential
- GCSEs grade C or above in English and Maths, or equivalent.
- NVQ 3 Business Administration or equivalent experience.
- RSA II or equivalent typing qualification.
Experience
Essential
- Proven administration experience in a busy 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, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Outlook and Excel.
- Audio Typing.
- Good organisational skills.
- Proven ability to work on own initiative without direct supervision, prioritising and managing own workload.
- Typing skills.
- Articulate, calm, polite and well-motivated with a positive attitude to customer care.
Desirable
Communication
Essential
- Able to communicate of written and verbal English language.
Personal and People Development
Essential
- Enthusiastic and motivated.
- Committed to providing the best possible service to patients showing care and compassion.
- Tact and diplomacy.
- Team Player.
Personal Attributes / Behaviours
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Flexible attitude and approach to work to meet the needs of the service.
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.
