Team Administrator

5 months ago

Eccles, United Kingdom Greater Manchester Mental Health NHSFT Full time

Greeting service users, carers and other visitors when required. Direct making of appointments according to clinical requirement set out by the clinicians, and agreed with service users. Arrange patient transport when required in accordance with Trust policy. Management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.

Support the Payment By Results (PbR) process in regards to identification of review dates and ensuring this is raised with relevant clinical staff. Identification of service users whom their appointment may fall outside the target timeframe. Management of the clinic capacity available and flagging this up should it fall short of what is needed. Provide a general appointment booking service for service users as required.

Typing of all business correspondence Identification of any other issues that may pose a risk the service users, carer or delivery of service. Provide a comprehensive administrative service to the MDT including the management of meetings, appointment management and a range of other administrative duties. Preparation and minuting of meetings including MDT, daily team meetings and safeguarding. Devise and maintain filing systems appropriate to the service and complaint with information governance guidance.

Oversee the day to day work and delegation of work appropriate to banding of other clerical and temporary staff working within the team. Any other duties commensurate to the role. Ensure trust guidelines, policies and procedures regarding confidentiality, disclosure information and the Data Protection Act are observed at all times. Undertake training to ensure they are fully aware of booking policies within the Trust.

Ensure letters are sent to service users and GPs Identify and report all facility issues in line with local procedure. Prioritise telephone calls, including distressed service users, carers and relatives and ensure the team are aware of the urgency. Accurately record and communicate all messages To be conversant with all functions of the Electronic Patient Record (EPR) system, in relation to the booking of appointments and have the ability to interrogate other relevant systems as appropriate. Ensure all demographic details are up to date at the point of referral, referring to the Summary Care Record (SCR) when required to ensure all details are entered into the EPR system.

To be conversant with all reporting tools used by the Business Intelligence Department and analyse this data to ensure waiting time targets are met both locally and nationally. To provide an exception report weekly for all cases of CPA that could not be booked within agreed timescales. To ensure data is entered onto the EPR system in a timely manner as stated in the Trust policy. Coordination and dissemination of the production of information for statistical purposes.

Validation of data quality and other reports for data completeness. Personal responsibility regarding any information received and updating the EPR system with this information. Identify and report any IT issues that become apparent. To adhere to the Code of Conduct for Administrative Staff To work together with the Senior Administrator to provide a flexible response to the changing demands of the service.

To provide cover for other administrative support staff, as and when required during annual leave, sickness and training. Actively assist in promoting and fostering good working relationships and practices within the service for all service users. Delegate duties appropriately to grade within the administration team Support any new initiatives in regards to recording and monitoring. Working collaboratively with the Health and Social Care teams to provide an MDT approach to service user care.

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