Band 3 Team Administrator

7 months ago


Birmingham, United Kingdom Birmingham Community Healthcare NHS FT Full time

The Learning Disabilities Service provides a range of services for people in the West Midlands to assist them in managing their learning disabilities. All our services are provided by teams of clinical professionals and support staff who aim to provide integrated services in ways that best meet the needs of patients and their carers. The post holder will provide a high level administrative and business support on a day to day basis, contributing to the efficient and effective running of all administrative and office systems, adhering to Standard Operating Procedures, where appropriate, within the Learning Disabilities Service. Provide a meet and greet service to all who access the department ensuring a polite, efficient and professional introduction is given to all patients, staff and other visitors, maintaining a signing in/out book.

Type clinical correspondence as required and requested by Team Administrators, Managers and Clinicians Provide support with the patient pathway process as per the electronic patient record system (Rio), as and when required eg referrals, clinical coding, appointments, domiciliary visits, questionnaires, assessments/clinic lists, prescription. Notify manager/clinician of potential or real delays for a patient in the pathway particularly with regard to the RTT status.. Respond to and take telephone enquiries, communicating accurate messages, when appropriate. Queries should be passed to the appropriate staff members in a timely fashion.

Ensure that answer machines are played regularly and that all messages are actively dealt with and communicated. Support in planning meetings / events, venues and clinic room bookings required for patients, staff and visitors. Open, date stamp and distribute post, (this may also include parcels and delivery of goods) on a daily basis for identified staff within the hub. Where appropriate, action and use own initiative.

Ensure all external post is issued in a timely fashion. Develop good communications with staff at all levels ensuring information requests and correspondence are dealt with efficiently and effectively. To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Admin team meetings, Operational Meetings, MDT and team meetings. To maintain a paper and electronic information/filing and retrieval system (archiving) for the hub as appropriate.

To attend administrative & hub team meetings. Working with and supporting other administrative colleagues as and when required. Help with the ordering of stock (stationary) and non-stock items for hub/service if required. To provide cover for other administrative staff members during periods of short staffing and absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.



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