Inpatient Administrator

2 weeks ago

Orpington, United Kingdom Oxleas NHS Foundation Trust Full time

Inpatient Administrator, Band 3
Permanent - Full Time - 37.5 hours per week

To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including medics, managers and clinicians within the acute working age adult wards and Home Treatment Team at Green Parks House. The role will include the organisation of filing systems and service users’ records and competent keyboard/audio skills. To liaise with external agencies as required.

Supporting the wards and teams within Green Parks House with administrative duties.

Covering roles in the absence of other admin staff.

Minutes taking.

Maintaining the patient database.

Monitoring admissions and discharges.

Carrying out audits.

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.

We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.

Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:

- We’re Kind
- We’re Fair
- We Listen
- We Care
- The Post holder will facilitate the formatting and completion of discharge summaries within agreed time scales.
- Undertaking word processing for the provision of required reports, letters, summaries, etc. within the set standards.
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
- Support routine data collection and analysis as part of inpatient ward’s quality monitoring systems
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
- Implementing and maintaining effective communication systems with ward teams, acute in-patient staff, community teams, GPs and service users.
- Undertake retrieval (via Windip) of electronic clinical files that have been archived.
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties - photocopying, sending facsimiles to support ward teams.
- Provide assistance to clinicians in troubleshooting computer issues.
- Provide administrative support to clinical meetings including ward reviews and CPA meetings as necessary such as compiling timetable, sending invitations, minute taking and updating electronic clinical records (RiO).
- Booking of interpreter services as required
- Minute taking and dissemination of information in an effective and timely manner.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required.
- Adhering to all organisational policies, procedures and guidelines.
- Undertaking any training requirements in order to enhance the job role and as dictated by your own personal development review.
- Undertaking any other jobs/tasks as discussed with your Manager.

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