Referral Coordinator and Administrator

Job description

Job responsibilities

Managing data and processes

• Manage and monitor and communicate referrals, contacts and completions data to support ongoing management of the service
• Works with eye to developing leaner processes
• Liaise with partner organisations professionally and promptly about referrals and queries, knowing when to escalate to the Service Manager
• Assist the leadership team with ad hoc data collection and analysis.
• Support HR processes such organising inductions for new staff, collating records of including training and supervision records, logging leave and reviewing and approving staff timesheets
• Maintain accurate up-to-date records on our IT system (PCMIS) and excel to keep patient waiting times to a minimum
• Secretarial support and Team administration
• First point of call for the counselling team with any admin or IT related issues.
• Offer secretarial support to monthly team meeting and weekly teams meeting, by collating agenda and writing up and distributing minutes.
• Reporting during these meetings, any identified issues arising from the Counsellors that could potentially affect performance or reduce capacity.
• Liaise, and maintain good relationships with, GP surgeries to locate and book rooms for F2F counselling when needed.
• Offer administrative support to counsellors as and when needed, such sending out letters on their behalf
• Maintain weekly performance reports, complaints incidents and accolades logs
• Other appropriate duties may be required as the service develops such as example compiling a quarterly team newsletter and organising teambuilding events

Leadership

Contribute to the PML success criteria:

• Improve patient experience through high quality service provision
• Support the workforce on an individual and companywide basis
• Contribute to CQC compliance
• Working with an awareness of relevant contract performance indicators such as maximum allowable waiting times

Professional / Ethical Practice

This involves:

• Acting in accordance with Principal Medical Limited (PML) protocols and policies and the Law.
• Maintaining confidentiality and communicating patient information in accordance with the Data Protection Act 2018 and GDPR.
• Working in a non-judgmental anti-discriminatory way, with regard to the cultural and religious beliefs of individuals and groups.
• Working within boundaries of competency and knowledge at all times.

Personal Development

This involves:

• Attending staff meetings, team meetings and in-service training as directed
• Taking responsibility for his/her own learning and development
• Participating in an annual appraisal to identify personal / professional development plan
• Taking an active part in learning opportunities, and keeping their own personal learning and development portfolio
• Understanding own position and job within the team
• Understanding where to go for support when needed

This job description seeks to outline the key duties and responsibilities of the post holder and is not a definitive document and does not form part of the main statement of terms and conditions. This job will be reviewed periodically and changes may be made in consultation with the post-holder.

Person Specification

Experience

Essential

• Familiarity with the Healthcare sector
• Experience of Healthcare administration

Interpersonal Skills

Essential

• Ability to interact calmly, patiently and empathically with patients who may be expressing distress, anger or other strong
• emotions.
• Ability to deal appropriately with risk / safeguarding issues that may arise when
• interacting with patients.
• Ability to use own judgement on when to take
• initiative and when to take advice

Qualifications

Essential

• Educated to GCSE level, inc Maths and English
• Excellent Communication and numeric skills

Desirable

• Further admin qualification

Skills and Knowledge

Essential

• Excellent administrative skills and proficiency in the use of Windows-based software including Microsoft Word and Excel
• Good organisational skill with an ability to prioritise
• Methodical, efficient approach to office
• procedures and record keeping
• A high standard of accuracy and attention to
• detail
• An ability to learn new software packages

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

Principal Medical Limited

Address

Principal Medical Ltd

3 Barberry Place

Bicester

Oxfordshire

OX26 3HA

Employer's website

https://www.principal-medical.co.uk (Opens in a new tab)