Service Administrator

3 weeks ago

London, United Kingdom Waltham Forest GP Federated Network Full time

**Job Summary**

The post holder will be expected to assist in the smooth running of the clinical services, whilst working closely with the service clinicians and other administrative team members.
- To provide support and comprehensive administration service for all service clinicians, including the use of the department’s computerized clinical systems.
- To act as the first point of contact for patients, their relatives and service clinicians.
- To ensure the smooth running of the clinical services.
- Cover all front-of-house duties - welcoming visitors, and clinicians and providing comprehensive administrative support to the Senior Management team (SMT)
- Assisting with data collection for service reporting.
- Accessing and maintaining accurate patient records, adhering to confidentiality as per the site’s policy.
- Be competent and confident to input information/records within guidelines onto EMISWEB, scan paperwork and action tasks in a timely manner, within a 24-hour window.
- Service Stock Control - PPE and consumables
- Knowledge on EMISweb, excel, word etc.

**Responsibilities**:
1. To provide administrative support to the Clinical Teams and Service managers for the clinical Services.

2. Inputting data onto the computer system.

3. To communicate and liaise with medical and nursing staff as necessary.

6. Photocopying and collating documents as required.

7. Ensure compliance with local policies and maintain accurate records.

8. Deal with correspondence on behalf of the team.

9. Maintain and progress filing systems, ensuring notes are transferred/returned to appropriate clinic sites in readiness for clinics.

10. To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerized information system is maintained as requested.

11. Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the service, ensuring that no issue is inappropriately delayed in being actioned.

12. Ensure good working relationships with all staff within the service line, the organization and all outside agencies.

13. Undertake additional duties where appropriate as requested by the Service Manager.

14. To plan and coordinate your workload to ensure all deadlines are met and objectives achieved

15. To maintain good standards of professionalism.

16. To undertake on-going personal development through participation in appraisal and supervision.

17. To attend and participate in relevant training identified through supervision and appraisal.

18. This job description will be reviewed with the Service Manager and Head of Services as and when necessary, in conjunction with the post holder.

As an employee of the organization you may be asked to move within your service line in response to service needs.

This job description gives a general outline of the post and it is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.

To be noted:

- This is not an exhaustive list of duties and responsibilities. The post holder may be required to work across the service and to undertake other duties which fall within the grade of the job, in discussion with the manager
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
- The post holder is expected to comply with all relevant organization policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.

**Health, Safety and Security**
- All employees have a duty to report any accidents, complaints, defects in equipment, near misses and untoward incidents, following company procedure.

**Confidentiality**
- All information relating to patients and staff gained through your employment with the company is confidential.
- It is the responsibility of each member of staff to be aware of and to comply with, the Company Confidentiality Policy, which highlights your responsibilities in respect of service user (patient) confidentiality. Staff who are governed by a professional Code of Conduct are expected to uphold their professional body’s provisions relating to confidentiality.

Any other general requirements as appropriate, to the post and the location.

Person Specification

**Qualifications & Training**
- Good general standard of education to GCSE level or equivalent
- Evidence of continuing professional development
- Basic IT Skills

**Knowledge & Experience**
- Experience of working in an administrative role within healthcare setting
- Experience of working with Primary Care IT systems (desirable)
- Experience of working across organizational boundaries in a health care setting

**Skills and Abilities**
- Excellent inte

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