Administrator

1 week ago

Surbiton, Greater London, United Kingdom Your Healthcare CIC Full time

Job summary

Thisis an exciting opportunity for a highly motivated and enthusiastic individualto apply for the role of an administrator for the Community Nursing and UrgentCare Services, working as part of a specialist nurse led teams providingservices in the Kingston community.

Main duties of the job

Basedin Hollyfield House, your responsibilities will include dealing with referrals,managing and scheduling appointments, answering and dealing with queries aboutthe service and visits from service users. You will also be liaising withreferrers, GPs, community nursing teams and other teams in order to ensure theeffective running of our service. You will be logging sickness and absence onthe ESR system, assiting with coordinating staff cover and ensure orders of suppliesare maintained.

About us

Welcome to Your Healthcare CIC.We are a not for profit social enterprise, proud of deliveringpatient-led, high quality health and social care community services for residentsin Kingston as part of the NHS family.

Your Healthcare islocated in the South West of London within the Royal Borough of Kingston. Working as a CommunityInterest Company (CIC), our status allows us to invest any surplus or profitback into front line services, where it is needed most by you, our community.

Job description

Job responsibilities

2. Job Purpose

To provide comprehensive high quality administrative and secretarial support to the Community Nursing Team/ Manager, managing the office efficiently.

To be responsible for:

Providing professional, comprehensive and efficient management of the office in providing administrative, clerical and secretarial support to the wider community nursing services and managers with a clear understanding of confidentiality, discretion and sensitivity. To be responsible for the running of office systems and administrative processes. The maintenance of records and the distribution of relevant information including activity data. Ensuring that the flow of information from the Single Point of Access to the nursing workforce out in the community is dealt with in an effective and timely manner. Referring issues to other relevant parties as appropriate, ensuring confidentiality and security of information is maintained at all times. To oversee timely and efficient processing of referrals to the wider community nursing services on a daily basis. Preparing and collating highly sensitive information for reports and assessments, including items as required for the wider community nursing services and team leads. To order equipment and resources for the community nursing services via NHS Supply Chain and SBS and to keep an up to date list of these. In doing so to be aware of costings and highlight any significant increases that would impact of the budget.

To raise invoices on behalf of the service leads.

To contribute to the day to day provision of high-quality service and provide efficient and sensitive service to patients, their families and carers. This includes regular contact with members of the public, GPs, hospitals, social services and representatives of community organisations and health care professionals both internal and external to Your Healthcare. To efficiently maintain the wider community nursing services off duty rota. To understand the annual leave and sickness policies in order to efficiently maintain the community nursing staffing records on ESR, ensuring confidentiality in handling information at all times. To understand community nursing staff pay in order to be able to check and enter pay claims on NHS Epay.

3. Dimensions

To provide high quality administrative services for the Community Nursing Managers and the Community Nursing Services.

To sort and prioritise referrals and enquiries by responding effectively to complex queries with sensitivity and autonomy. Must be highly organised to handle multiple deadlines and priorities and deal with frequent interruptions. Must be able to work independently. Ability to organise office tasks and recommend changes to ensure efficient use of resources. To maintain confidentiality at all times. To pass on relevant information effectively in a timely and responsive manner to community nursing team members including in crisis/urgent situations when information sharing is required to reduce risk or harm. To deal promptly and appropriately with enquiries from health care professionals and other outside agencies. To communicate with service users, colleagues and outside agencies in a professional manner with warmth and empathy. Ensuring photocopiers, printers, other office equipment and the general office environment are well maintained liaising with Front of House and IT Service Desk as required. To create, organise and maintain systems for the management of electronic patient records. To be able to efficiently schedule in patient appointments, including the interventions and units on the scheduler.

4. Key Result Areas:

1. To provide an efficient, effective and professional service for a range of telephone and personal enquiries from patients, members of other departments and external organisations by providing information, directing and prioritising queries as appropriate, and ensuring that all queries are dealt with sensitively.

2. Take accurate messages, ensuring they are passed on to the appropriate person in the team. To manage the patient database (CareNotes) as trained, to assist nurses with the management of caseload and allocation.

3. Contacting referrers including GPs for additional information as required and keeping track of all items received in relation to referrals.

4. Liaise with service users, many of whom are living with increasingly complex conditions and may be receiving end of life care, have mental health problems, learning and health restricting disabilities and who may present as distressed and/or agitated. Providing information or advice when required whilst being understanding and sensitive to their needs.

5. Order and maintain a stock of standard equipment including clinical items. This includes the annual updating of the equipment inventory and ensuring that all equipment belonging to Your Healthcare has been regularly maintained, repaired and accounted for.

6. To manage and co-ordinate the office, ensuring that work is organised and that other administrative staff (for example apprentices and volunteers) are supervised appropriately and ensuring acceptable standards are maintained.

7. To organise meetings, on-site training workshops, booking venues, refreshments and speakers as necessary.

8. To provide administrative support by preparing agendas for meetings, collate and distribute papers. To accurately record minutes / notes at meetings.

9.Organise training courses, venues, resources, catering and preparation of presentations.

10. Receiving notification of students, mentor allocation and joining instructions.

11. Develop and maintain filing systems, setting up new files and working to ensure that

systems are tidy and up to date with materials archived appropriately, and audit trails

maintained. Recommending changes to ensure efficient use of resources.

12. Assist staff with the use of computers and software programmes and providing first line support and advice, reporting and liaising with IT Service Desk to ensure prompt resolution of any issues.

13. To support and assist the Community Nursing workforce and Community Nurse Managers in the induction of new team members by preparing the timetable as requested, explaining the correct clerical and administrative systems and procedures, preparing and listing equipment issued.

14. To assist the Community Nurse Managers to prepare reports by ensuring that systems are in place for the gathering of performance monitoring information, for example: numbers of complaints/compliments received within the team. This includes the gathering of information required for audits as directed by the Team Managers.

15. To liaise with other departments within the organisation, following up

information and gathering data as needed by the Team Managers or the Community Nursing teams.

16. To requisition and order stationery, nursing equipment and other resources as requested by the community nursing services via NHS Supply Chain and SBS system. To maintain an up to date inventory of all equipment.

17. To ensure staff timesheets, leave requests and training requests are dealt with promptly and managed effectively.

18. Send, receive, sort and distribute daily post, prioritizing information received and ensuring urgent matters are flagged appropriately.

19. Produce high quality word processed letters, reports and other documents as required.

20. To utilise skills in MS Office to set up spreadsheets.

21. Manage the allocation of parking permits for staff members, log and ensure that they are up to date.

22. To liaise with the Administrative Co-ordinator within the service and, as required, provide administrative cover to other departments. This may involve occasionally working at a weekend, Bank Holiday, extended service hours of 8am-8pm, on a rota basis, to support the service and Single Point of Access.

23. Respond to ad-hoc requests effectively and in good time. Manage multiple tasks whilst allowing for inevitable distractions.

Person Specification

Qualifications

Essential

GCSEs, O levels or equivalent Sound and proven experience in clerical/admin work & word processing. Excellent IT skills. Excellent typing skills.

Experience

Essential

Working within a multi disciplinary team. Experience of working for more than one person. Experience of working with and dealing with the public with sensitivity, tact and empathy. Sound knowledge and experience of formatting functions within Microsoft Word/Excel. Experience of initiating, maintaining and evaluating office systems including filing systems. Consolidated experience gained providing administrative/secretarial service. Proven experience gained taking and recording notes/minutes accurately and presenting in a professional format. Experience of working in a large, complex organisation, operating within organisational frameworks. Excellent communication skills, with experience of dealing tactfully and sensitively with people at all levels. Demonstrates clear understanding of the principles of confidentiality. Proven experience in understanding and working to policies and procedures. Comfortable dealing with multiple tasks and deadlines. Experience of being innovative with ideas and implementing new systems.

Desirable

First Aider Fire Officer

Skills and abilities

Essential

Excellent communication skills including good verbal, written, influencing and persuading skills. Methodical approach. Ability to produce accurate and consistent work with good attention to detail. Proven ability in working to tight deadlines. Fast and accurate keyboard skills. Able to use initiative and work autonomously and know when this is appropriate and when advice should be sought. Excellent time management and organisational skills. Flexible and adaptable to change. Self-motivated possesses high work standards

Desirable

Assertiveness skills Ability to undertake Risk assessments( for example Health and Safety , Work Station etc)

Personal qualities

Essential

Team Player. Must work easily with other people. Must be able to talk in a professional manner to clients, members of the public and be able to discuss problems with other staff members.

Other factors

Essential

Given the nature of the Community Nursing work, from time to time the post holder will work with some information that is of a distressing nature which could be challenging.

Knowledge

Essential

Excellent understanding and knowledge of office management procedures. Proficient in use of Microsoft office and database systems. Working in the Health or Social Care environment.

Desirable

Awareness of the range of Health and Social provisions.

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