Band 4 Administrator

4 months ago

London, United Kingdom Central London Community Health Trust Full time

Management of the Wait time portal Processing new referrals on S1 and any local spreadsheets Manage the SPA inbox by forwarding training information, drug alerts etc to the team Support the Band 8 management team with: -Recruitment and Selection administration including Ready2Recruit (HR and finance liaison), probation meeting schedule and invites -Planning new starter induction, onboarding forms -Appraisal and revalidation schedule and diary invites Use eProcurement to order items, submit, manage, and renew Purchase Orders Order items from NHS supply chain and support the team with ordering developing Favourites to streamline the ordering process. Managing Charitable Fund orders, monitoring the stock bought order as appropriate, communicate the remaining balance. Co ordinating monthly Whole Service Meetings by managing, room bookings, agenda, taking minutes, contacting guest speakers Provide administrative support to the team during Health Events, Vaccination Events Provide support to the clinical teams by contact Pathology Laboratories when for results are not returned via Path Links, contacting Hospital Pathways teams when patients are discharged from hospital Support the Lead Nurses with Allocate by booking bank and aligning shifts with attendances (for payroll) and weekly finalise. Local Rota System
- creating new rotas (annually and monthly), scheduling, and entering team and service meetings.

To build and maintain relationships with team members, focussing on communicating well to support productive team working To maintain oversight of all administrative processes for the service To maintain up to date patient caseloads by undertaking a system search and following Homeless Health Service Discharge process To work as part of the wider CLCH administration team as required To constantly review and manage administrative processes ensuring they remain efficient and cost effective, finding solutions for any complex administrative queries raised by colleagues/ managers Responsible for maintaining the integrity of patient data on the electronic patient record and to be aware of the Information Governance responsibilities and confidentiality guidelines. To ensure all incoming/outgoing correspondence is dealt with effectively and efficiently To accurately maintain electronic and paper-based departmental records, ensuring that documentation is easily accessible and archived appropriately To manage team diaries (electronic) and organise and schedule appointments in a timely manner To disseminate information regarding the teams availability and schedule to relevant internal or external departments, managers, or organisations as required. To organise interpreters and clinical rooms as required To assist with triaging referrals, highlighting those which require urgent attention To provide patients or referrers with accurate advice and information. To keep up to date with the current referral lead times as well as clinician and service capacity highlighting any concerns in relation to waiting times with suggested solutions to relevant clinical staff To coordinate bookings for designated clinics and adjust appointments as necessary in the event of cancellations or amendments, working closely with relevant Service Managers to ensure that clinics are booked, and necessary clinical information has been obtained in time for clinic.

To be responsible for maintaining appropriate levels of office equipment and consumable supplies, and order stationery and non-stock requisitions, ensuring that correct procedures are followed To ensure all office equipment is maintained and used to a high effective level, according to specified instructions including keeping an asset register for all relevant equipment and ensure that equipment is maintained and serviced on an annual basis or as appropriate (as required) To report system and IT faults and the need for repairs and maintenance of the building and office equipment. Report health and safety hazards to Service Manager. To undertake such other duties as may be required from time to time which are consistent with the responsibilities of the grade Communication To demonstrate excellent customer care and communication skills in the provision of a front-line service for the team, assisting clients, carers, GPs and other health and social care professionals To take responsibility for the initial local resolution of problems and complaints that may arise with staff/clients. Exercise negotiating skills and tact to achieve agreement and co-operation.

To maintain a detailed and accurate message recording system, taking appropriate action where necessary, and contacting members of the team as appropriate if messages require urgent / early attention. To organise and maintain notice boards with relevant and updated information as well as co-ordinating the departmental resource centre Governance To assist in the production of routine statistical and audit information by running regular syst

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