Team Administrator

6 months ago

Brighton, United Kingdom Sussex Community NHS Foundation Trust Full time

To report concerns regarding patients/staff to the Clinical Leads to manage risks appropriately To support, plan and coordinate local events as required by the service in relation to health promotion Explains non-clinical service information to patients and other members of the public and gives advice on administrative or other corporate procedures. Receives messages and requests for information, responds within procedural guidelines or refers to a manager or clinician if necessary. Communicates meeting arrangements to Trust colleagues and external partners. Key Responsibilities Devising and maintaining efficient filing systems clerical and office systems, and providing administrative support to the team, including photocopying, faxing, dealing with internal/external post and ensuring that Friends and Family Test and other forms are submitted.

To register and log all referrals on SystmOne alongside the Band 2 Administrator and oversee the managing of rotas, appointments and clinics. To assist the Clinical leads in carrying out patient experience surveys and audits. This may include carrying out face-to-face structured interviews and questionnaires with patients and carers. To organise and coordinate a variety of meetings at a team level, including team meetings, supervision sessions and interviews, and at organisation level which would involve liaison with Senior Managers across Health, Council, Voluntary and independent services To prepare agendas and take minutes of meetings, transcribe and distribute as necessary.

To input data onto SystmOne to update patient information, scan and attach relevant documents, place on correct caseloads, waiting lists and update referral status. To order, oversee and maintain stocks of service supplies, including stationery, equipment and information resources for the team. Making up new client information packs or delegate as appropriate. To offer buddy support to staff carrying out home visits as part of the service Lone Working Policy.

To take on the responsibility of monitoring the staff/visitor fire register book To work autonomously on a regular basis, according to service protocols Maintaining a system for sending records of former patients to archive storage. To prepare and manage staff emergency contacts folder and recruitment documents as required To carry out any other duties in line with the grade and scope of the post Main Tasks To support the team in the delivery of the single point of referral/contact for the Falls & Fracture Prevention Service, this will involve leading in the development of complex booking systems across 2 clinics and domiciliary visits and will require excellent organisational and planning skills To flexibly manage the diaries/clinics within the service across Brighton and Hove on a day-to-day basis, including booking and prioritisation of appointments in line with capacity and access targets liaising with the Clinical Leads on waiting times across the service on a regular basis To be responsible for the maintenance of a tidy, well maintained, pleasant and appropriately stocked office and patient reception environment without routine reference To attend mandatory and statutory training according to Trust policies, attending relevant courses, seminars/workshops and participate in other relevant training in order to maintain or develop the post To assess patients eligibility for hospital transport services using set criteria To develop and maintain effective and efficient office processes and systems To support the development of computer and word processing skills in less able colleagues within the team The postholder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate. The Trusts Delegation Policy sets out the expectation of staff regarding the safe delegation of clinical care and therapeutic interventions to unregistered practitioners and support workers.

Flexibility a) This job description is intended to provide a broad outline of the role. The postholder may be required to carry out other duties commensurate with their banding and competence. Policies and Procedures a) The postholder is required to familiarise themselves with all Trust policies and procedures and to comply with these at all times. Confidentiality and Data Protection a) The postholder must maintain the confidentiality of information about patients, staff and other health service business and meet the requirements of the Data Protection Act (2018) and General Data Protection Regulation (2018) at all times.

b) The postholder must comply with all Trust information and data protection policies at all times. The work of a NHS Foundation Trust is of a confidential nature and any information gained by the postholder in their role must not be communicated to other persons except where required in the recognised course of duty. Health,Saf

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