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Administration Officer

4 months ago

West Linton, United Kingdom Castle Craig Hospital Full time

Reports To: Communications Director and Governance & Compliance Manager

Hours of Work: 40 hours (Monday - Friday 09.00-17.00)

**Responsibilities**:
The AO’s primary focus is the management of administrative tasks to support and maintain the smooth daily operation of the Communications / Marketing Department, Governance Department, and therapy team.

Primary Tasks
- Assist the Governance Manager with audit requirement
- Prepare and distribute daily patient timetables
- Prepare and distribute patient group lists in liaison with Unit Leads (e.g., church, specialist therapies, hairdresser)
- Prepare weekly / 6 weekly psychoeducational schedules in liaison with Therapy Unit Leads
- Provide formal documents for patients as required (e.g., Confirmation of Treatment letters)
- Assist with induction programme for new starts
- Manage Hepatitis B vaccination programme for new starts
- Assist with preparation for professional and family visits (transport, accommodation, meals, meetings, diaries, hospital tours)
- Monitor and update patient noticeboards, ensuring current and accurate information and removal of unauthorised content
- Manage stock of patient recovery literature (AA and NA Big Books, 24 Hours A Day)
- Review and update staff photo board in liaison with HR Officer and CCH designer
- Manager photo boards, pamphlets, and notifications throughout the clinic
- Logistical bookings, staff accommodation, transportation
- Event logistics, liaising with suppliers and working to deadlines
- Organising visits to the hospital

Secondary Tasks
- Work with the Governance Manager to allocate mandatory training to all staff and monitor completion
- Complete annual verification of GMC and NMC registrations
- Monitor incomplete discharged patient records on KIPU and liaise with KIPU users to update.
- Manage encrypted external communication re patient treatment
- Prepare and send discharge letters in the absence of the Governance Manager
- Maintain stock of patient information leaflets across Castle and Recovery Gardens units and work with Communications Director / Governance Manager to ensure that these are current
- Minute taking of Governance and Therapy meetings as required, including incident / accident / complaint investigation meetings.
- Ensure that the policy and procedure library on the Intranet is current and that key hard copies are available to Maintenance, Housekeeping and Kitchen staff (in liaison with Governance Manager)

Person Specification

Essential
- A minimum of three years’ experience in an administrative setting.
- Smart professional appearance.
- Excellent written and oral communication skills, dealing with all levels of people (patients, clinicians, directors, external people, and colleagues).
- Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook.
- Needs to be able to work co-operatively with team members and with other staff to achieve team and organisational goals.
- The ability to handle sensitive information and maintain strict confidentiality with regard to both patient and corporate information.
- Ability to prioritise own workload and work flexibly to meet organisation needs.
- Ability to work under own initiative and be self-motivated.
- Must be comfortable with maintaining processes / procedures.
- Needs to be able to stay calm when under pressure.
- Must be adaptable and comfortable dealing with changing priorities.
- Due to the hospital’s location the post holder must be able to provide own transport to and from work
- Ease with new digital systems is essential
- Good communication skills and an ability to multitask is essential

Desirable
- Previous experience in a healthcare setting.
- Should have the desire and ability to develop within the role.
- Some experience in the audit process.

**Salary**: £26,000.00-£27,000.00 per year

Ability to commute/relocate:

- West Linton: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administration: 3 years (required)

Work Location: One location

Application deadline: 26/06/2023