Admin Support Officer

5 months ago

Southampton, United Kingdom Mountbatten Hampshire Full time

**Job summary**

Do you possess excellent customer service, have great eye for detail and love to work in a fast paced environment? We are looking for a kind and considerate Admin Support Officer to join our Care Coordination Centre and Inpatient Unit.

**Main duties of the job**

This role provides daily efficient administrative support to our busy Care Coordination Centre and Inpatient Unit. You will be responsible for processing referrals and taking calls from our Community clients, maintaining team rotas, minute taking, diary management and all input of data on to the Patient Administration Systems as required.

This is a busy role, working with systems and with a varied workload. We are therefore looking for someone enthusiastic and excited to take on a new challenge.

**JOB DESCRIPTION**

**Post**: Admin Support Officer - Care Co-Ordination Centre

**Department**: Community Team

**Reports to**: Admin Support Officer - Care Co-Ordination Centre

**Hours**: 37.5 hours per week to include weekends and some evenings as required

**Salary**: £22,550.36 per annum

**Overview of Role**

To maintain effective and efficient administration systems by providing daily administrative support to the Community team based at Mountbatten Hampshire to ensure the smooth running of all Mountbatten services across Hampshire.

Responsible for processing referrals/discharges, minute taking/meeting organisation/diary management, sending the necessary medical letters/reports as required, responding to enquiries received as required.

Responsible for the input of all data management onto the designated Mountbatten systems, including SystemOne as required by your teams and line manager.

Provide administration support as required to other areas of Mountbatten Hampshire to ensure the smooth running of services across the Mountbatten Group.

**Care Coordination Centre General tasks**
- To provide a comprehensive administrative service to key team and other colleagues and service users of Mountbatten Hampshire
- To deal with all telephone enquiries from patients, carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto the appropriate accurately to the relevant department/employees required
- Assist the Clinical Team Leaders with maintaining departmental rotas, diary and appointment schedules as requested on a daily basis
- Ensure all tasks assigned to this role are dealt with in a timely manner and act as the point of contact for Community Team queries from all the Community and Medical Teams of Mountbatten
- Maintain and order all stationery and forms for the Community and Medical teams as required to ensure all items are fully stocked, liaising with Reception team for ordering
- In conjunction with other relevant Mountbatten Hampshire colleagues, assist in the design and development of administrative processes/protocols to enhance the service provisions of Mountbatten Hampshire
- Assist with the preparation, development and production of correspondence, agendas, minutes, reports and presentational material that are delivered to Mountbatten Hampshire standards
- To attend meetings, prepare agendas and produce minutes at designated meetings, ensuring that any actions arising are communicated to the relevant teams/employees and the actions are completed in accordance with agreed deadlines. All minutes to be produced in a timely fashion.
- Process all referrals onto SystmOne accurately, ensuring urgent requests are given priority and that these processed immediately and raised with the Community and Medical team as required
- Discharge patients from the Community Team as requested, ensuring standard operating procedures are always adhered to
- Provide a comprehensive administrative service within the Care Co-Ordination Centre to ensure that Community colleagues are supported, but also to ensure that the Care Co-Ordination Centre works as efficiently as possible - this will mean ensuring that administration is effective for all Community team
- To support Mountbatten Hampshire Medical Team with all administration duties, to include populating clinic letters from SystemOne and weekly medical rotas
- To ensure and manage the smooth running of Community Team Syringe drivers. To accurately document on SystemOne in a timely manner the booking out and return. To ensure syringe driver boxes are fully stocked in readiness for use. To liaise with IPU for ordering when required.
- To check and maintain the daily ‘bed state’ updating the system regularly, to allow maximum and efficient use of bed space at Mountbatten Hampshire
- To check and complete patient identification data on all relevant documentation, utilising the relevant computer system to update information, as necessary, and ensure that sufficient patient identification labels are available
- To ensure that SystemOne is used to update all patient records, particularly admission/discharge recording
- To make discharge/tr

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