Job summary
Based within the Community Neurological Rehabilitation Service (CNRS) department in Torfaen, the post holder will work with the Business Support Officer and Head of Service for CNRS to support and maintain the running of the Acquired Brain Injury and Living Well After Stroke service provided by CNRS.
The post holder will provide a quality patient focused administration service for the CNRS team and its patients, ensuring that all patient and team activities are completed correctly in a timely manner. The post holder will support and lead as required the daily administrative running of the department for their own area, as well as complete basic housekeeping tasks.
The post holder will be expected to participate in and effectively co-ordinate the patient pathways of the Service and engage in performance reporting as required which includes the operation of WPAS.
Main duties of the job
The provision of general administrative support to the Acquired Brain Injury and Living Well After Stroke team
Ensuring that the Acquired Brain Injury and LWASS databases are kept up to date through a variety of data collection methods to include Excel
Receiving, processing, and registering referrals to the CNRS department to ensure that patients are seen in a timely manner in accordance with service and ABUHB booking guidelines
Communicating with patients and families about CNRS appointments and dealing with any enquiries in the service
Collating staff stats using excel and booking patients onto WPAS retrospectively
Co-ordination of patient waiting list and appointment system using the ABUHB WPAS (Welsh Patient Administration System) appointment system
Responsibility for the generation, audit and review of WPAS waiting lists for own area to ensure that patient pathways, outcomes and discharges are accurately inputted
Assisting with the administrative co-ordination of groups, if required and booking onto WPAS
To action necessary changes when notified of staff sickness / absence of clinical staff. To notify patients of cancelled clinics
Create and update clinic templates for WPAS
About us
Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. This includes the Grange University Hospital which provides specialist and critical care and is the newest addition to the clinical futures strategy opening in November 2020. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
Duties may include:
The provision of general administrative support to the Acquired Brain Injury and Living Well After Stroke team
Providing a communication link between all members of the CNRS team to effectively facilitate and maintain the smooth running of the service
Ensuring that the Acquired Brain Injury and LWASS databases are kept up to date through a variety of data collection methods to include excel
Presenting data utilising CNRS service databases
Sorting and distributing CNRS mail including the distribution of patient referrals to appropriate departments
Sending patient feedback questionnaires and collating the responses
Establishing and maintaining efficient filing systems including paper and computer records to include excel
Initiating and establishing new administrative systems of work to improve efficiency and effectiveness to the benefit of the service
Minute taking at CNRS Acquired Brain Injury and Living Well After Stroke Service meetings
In conjunction with the CNRS Business Support Officer maintenance of appropriate staff records
In conjunction with the Head of Service for CNRS responsibility for the processing of litigation requests
Photocopying patient and/or service related information as required to include group sessions
Generating and maintaining treatment files
Collating and processing local service statistics
Maintaining adequate stationery and equipment levels in the service via ORACLE system
Undertaking specific tasks as designated by senior staff and the Business Support and Head of Service
To participate in the training of new starters by demonstration of own duties.
To develop and maintain Service Operational Procedures for own work area for CNRS booking procedures for WPAS
Must be able to concentrate and work in a pressurised environment where work is frequently interrupted and work activity is changed
To provide cover for other team members during study/annual and sickness leave, performing duties in close liaison with all colleagues.
Job description
Job responsibilities
Duties may include:
The provision of general administrative support to the Acquired Brain Injury and Living Well After Stroke team
Providing a communication link between all members of the CNRS team to effectively facilitate and maintain the smooth running of the service
Ensuring that the Acquired Brain Injury and LWASS databases are kept up to date through a variety of data collection methods to include excel
Presenting data utilising CNRS service databases
Sorting and distributing CNRS mail including the distribution of patient referrals to appropriate departments
Sending patient feedback questionnaires and collating the responses
Establishing and maintaining efficient filing systems including paper and computer records to include excel
Initiating and establishing new administrative systems of work to improve efficiency and effectiveness to the benefit of the service
Minute taking at CNRS Acquired Brain Injury and Living Well After Stroke Service meetings
In conjunction with the CNRS Business Support Officer maintenance of appropriate staff records
In conjunction with the Head of Service for CNRS responsibility for the processing of litigation requests
Photocopying patient and/or service related information as required to include group sessions
Generating and maintaining treatment files
Collating and processing local service statistics
Maintaining adequate stationery and equipment levels in the service via ORACLE system
Undertaking specific tasks as designated by senior staff and the Business Support and Head of Service
To participate in the training of new starters by demonstration of own duties.
To develop and maintain Service Operational Procedures for own work area for CNRS booking procedures for WPAS
Must be able to concentrate and work in a pressurised environment where work is frequently interrupted and work activity is changed
To provide cover for other team members during study/annual and sickness leave, performing duties in close liaison with all colleagues.
Person Specification
Qualifications and/or Knowledge
Essential
- GCSE or equivalent in Maths and English / NVQ Business Admin Level 2/3
- RSA stage II word processing/typing or equivalent
Desirable
- European Computer Driving Licence
- IT qualification
Experience
Essential
- I T skills including the use of Microsoft Windows, Microsoft Office/SharePoint and Microsoft Outlook and Excel Ability to use Excel, make new spreadsheets, data inputting, sorting, filtering, building lists and adding basic formula
- Previous experience of working within an office environment
- Customer Care Skills- dealing with the public particularly over the telephone and staff members over email communication
Desirable
- Previous experience in a health and/or social care environment
- ExperienceofWPAS(ABUHB Patient System)
Aptitude and Abilities
Essential
- Good communication skills both verbal and written Good organisational and prioritisation skills Ability to work and problem solve under pressure whilst achieving targets
- The ability to work effectively in a team environment Ability to multi-task Ability to cope in a busy environment
Desirable
- The ability to use the Internet The ability to developdatabases and spreadsheets The ability to work under pressure and meet deadlines
Values
Essential
- Compassionate, non-judgemental, excellent communication, caring, understanding and commitment Empathy, tact and diplomacy when dealing with difficult situations
Person Specification
Qualifications and/or Knowledge
Essential
- GCSE or equivalent in Maths and English / NVQ Business Admin Level 2/3
- RSA stage II word processing/typing or equivalent
Desirable
- European Computer Driving Licence
- IT qualification
Experience
Essential
- I T skills including the use of Microsoft Windows, Microsoft Office/SharePoint and Microsoft Outlook and Excel Ability to use Excel, make new spreadsheets, data inputting, sorting, filtering, building lists and adding basic formula
- Previous experience of working within an office environment
- Customer Care Skills- dealing with the public particularly over the telephone and staff members over email communication
Desirable
- Previous experience in a health and/or social care environment
- ExperienceofWPAS(ABUHB Patient System)
Aptitude and Abilities
Essential
- Good communication skills both verbal and written Good organisational and prioritisation skills Ability to work and problem solve under pressure whilst achieving targets
- The ability to work effectively in a team environment Ability to multi-task Ability to cope in a busy environment
Desirable
- The ability to use the Internet The ability to developdatabases and spreadsheets The ability to work under pressure and meet deadlines
Values
Essential
- Compassionate, non-judgemental, excellent communication, caring, understanding and commitment Empathy, tact and diplomacy when dealing with difficult situations
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
