Administrator

Job description

Job responsibilities

Job summary:

To ensure administrative and reception duties for North West Surrey Integrated Care Services (NICS) Ltd are carried out within the Federations guidelines and policies.

Job responsibilities:

Tracing and registering patients onto the NICS EMIS system.

Liaise with patients on arrival to site via telephone call, and inform clini-can of patient arrival via the EMIS system.

Ensure all GP equipment is accounted for and signed in and out by the clinician daily.

Ensure the site signing in book is completed daily and signed by all staff on shift.

Act as support for hub clinicians in case of problems with logging on or accessing EMIS.

Re-booking patients when clinics have been cancelled.

Be available to chaperone when required (training must be up to date).

At the start of the clinic make sure all clinical rooms have supplies available including PPE, couch roll, pathology supplies, ICE and referral forms.

At the end of the clinic make sure all clinical rooms and reception are ti-dy.

Checking of cleaning logs that deep clean of the rooms has been record-ed.

Checking the daily cleaning log is signed by the Clinician for clinical areas and admin for admin area.

Highlight any stock shortages with the Hub Senior Administrator.

Print pathology/ICE forms for Phlebotomy clinics.

Ensure all pathology samples are placed in the courier bag for collection.

Complete all building checks at the end of clinic, ensuring all windows and doors are locked. Set the alarm (if applicable)

Report any problems or concerns to the Service Manager.

In the event of system failure call EMIS/SCW for support.

If applicable, lock away any laptops, mobile phones etc. provided by NICS and record user on log provided.

Complete and adhere to daily checklist.

Maintain, update and monitor computerised registration data base (EMIS)

Ensure all new registrations are entered onto the EMIS database (tracing).

Ensure patient identifier process for tracing patients and arriving patients in the clinic is always followed.

Call/e-mail surgeries for NHS numbers for patients as required.

Ensure all discharge summaries requiring registered GP action have been emailed (via Outlook) to the patients registered GP Practice.

Ensure all referrals have been sent (if applicable) via the correct path-way.

Reporting:

Keep up to date with all NICS policies to ensure all incidents, complaints (verbal and written) and issues are reported effectively to the appropriate place.

Training

Ensure compliance with statutory and mandatory training is kept up to date in accordance with NICS policies.

Inform the service manager of any training or development needs required to fulfil the role.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, NICS staff and other healthcare workers. They may also have access to information relating to NICS as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of NICS may only be divulged to authorised persons in accordance with the NICS policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in NICS Health & Safety policy and NICS Infection Control policy and published procedures. This will include (but will not be limited to):

Ensuring job holders across our services adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business.

Using personal security systems within the workplace according to NICS guidelines.

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business

Making effective use of training to update knowledge and skills, and initiate and manage the training of others.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed

Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers

Undertaking periodic infection control training (minimum annually)

Routine management of own team / team areas, and maintenance of work space standards

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by NICS as part of this employment, with such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

Apply NICS policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect their own work.

Participate in audit where appropriate.

Person Specification

Computer experience such as WORD, PowerPoint and EXCEl as well as email systems and other electronic media

Essential

• High level of interpersonal skills
• Caring and compassionate putting pa-tients interests at the heart of every-thing we do
• Respect and dignity for everyone
• Professional

Qualifications

Essential

• High level of reception experience
• Computer experience such as WORD, PowerPoint and EXCEl as well as email systems and other electronic media
• Accuracy and attention to detail
• Flexible and adaptable to meet changing needs of the service

Desirable

• Previous experience in a healthcare environment
• EMIS experience
• Skills and knowledge from a similar role
• Previous experience in the use of surgery connect

Experience

Essential

• Good team player able to work within a multi-disciplinary team
• Ability to work under own initiative
• Evidence of commitment to continuing professional development (CPD)
• Adhere to the Confidentiality Code and Data Protection Regulations
• Flexibility to meet service/rota needs including annual leave and sickness cov-er
• Always professional and the ability to demonstrate excellence in everything we do
• Self-motivated, able to work without supervision, using own initiative to com-plete tasks
• Well-developed influencing skills com-bined with a facilitative and supportive style of working
• Ability to prioritise work

Desirable

• Skills and knowledge from a similar role

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

North West Surrey Integrated Care Services

Address

Woking Community Hospital

Heathside Road

Woking

Surrey

GU22 7HS

Employer's website

https://www.nicsfed.co.uk/ (Opens in a new tab)