Nursing Administrator/Scheduling Clerk to District Nursing teams

To provide an efficient, effective and confidential secretarial/administrative support service to the Monmouth District Nurses.

To be the interface between the surgeries, service users and district nursing team.

To manage own workload and work independently to departmental policies and procedures

To regularly communicate, consult, support and work closely with service managers, GPs, patients and the Integrated Teams.

To be the first point of contact when responding to incoming queries in a timely manner, re-directing to the appropriate team member if appropriate, being mindful of the sensitive nature of some enquiries and possible distress of enquirers.

To act as the team's coordinator answering telephones, responding to enquiries, recording messages, taking action and/or informing the team leader or nurse when relevant.

To liaise with and deal promptly with their queries and concerns and provide information and advice to patients or their carers regarding nursing visits.

To be responsible for the inputting, updating and storing of essential confidential patient information onto the live database. Make adjustments as they arise, informing team members if this impacts their visits to patients.

To regularly prompt the nursing team for details of patient activity and required changes, including those discharged from caseloads to update the daily work schedule.

To provide administrative support to the nursing team. To work in collaboration with the district nurses in maintaining a live database/caseload. To support the district Nurses in the appropriate management of referrals and discharges. To ensure the ongoing availability of stationery and stock as required by the District Nurses. To regularly communicate, consult, support and work closely with service managers, GPs, patients and the Integrated Teams. To act as the team's coordinator answering telephones, exercising judgement when dealing with enquiries, recording messages, taking action and/or informing the team leader or nurse when relevant. To liaise with and deal promptly with their queries and concerns and provide information and advice to patients or their carers regarding nursing visits. To be the first point of contact when responding to incoming queries in a timely manner, re-directing to the appropriate team member if appropriate, being mindful of the sensitive nature of some enquiries and possible distress of enquirers. To be responsible for the inputting, updating and storing of essential confidential patient information onto the live database. To ensure appropriate ORACLE requisitions are submitted on behalf of the District Nurses

Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

JOB TITLE: Secretarial and Administrative Support – District Nursing Team

BAND: Band 3

Job Summary

• To provide an efficient, effective and confidential secretarial/administrative support service to the Usk and Raglan district nurses.
• To be the interface between the surgeries, service users and district nursing team.
• To manage own workload and work independently to departmental policies and procedures
• To regularly communicate, consult, support and work closely with service managers, GPs, patients and the Integrated Teams.
• To be the first point of contact when responding to incoming queries in a timely manner, re-directing to the appropriate team member if appropriate, being mindful of the sensitive nature of some enquiries and possible distress of enquirers.
• To act as the team's coordinator answering telephones, responding to enquiries, recording messages, taking action and/or informing the team leader or nurse when relevant. To liaise with and deal promptly with their queries and concerns and provide information and advice to patients or their carers regarding nursing visits.
• To be responsible for the inputting, updating and storing of essential confidential patient information onto the live database. Make adjustments as they arise, informing team members if this impacts their visits to patients.
• To regularly prompt the nursing team for details of patient activity and required changes, including those discharged from caseloads to update the daily work schedule.

Responsible to

Reporting: District Nursing Team Manager

Accountable: Integrated Service Manager North Monmouthshire

Professionally: District Nursing Team Manager

Responsibilities and Duties

Planning and organisational tasks/duties

• To provide administrative support to the nursing team.
• To work in collaboration with the district nurses in maintaining a live database/caseload. Teach new team members how to safely use the live caseload database.
• To maintain staff personal record systems in accordance with Board standards, including information relation to education and training.
• To be responsible for the safe management and transfer of discharged patient records.
• To support the district Nurses in the appropriate management of referrals and discharges.
• To assist in preparing reports for audit.
• To collate and co-ordinate correspondence on behalf of the District Nurses.
• To copy and circulate documents as required, ensuring timely distribution.
• To ensure the ongoing availability of stationery and stock as required by the District Nurses.
• To order and maintain equipment as required by the district nurses. Arrange annual servicing.
• To arrange meetings and secure venues.
• To be responsible for preparing draft agendas for meetings.
• To be responsible for taking and transcribing minutes of meetings and cascading relevant information.
• To work closely with Team Manager or deputies to obtain and inform of any changes in staff duty roster at the earliest opportunity. Co-ordinate cover when deficit in off duty.
• To produce statistical reports for internal and external agencies relevant to the team and ABUHB.
• To open, log and distribute mail promptly, accurately and confidentially for the district nurses.
• To regularly audit reports.
• To contribute to the ongoing improvement of service delivery by proposing changes and improvements to the administration of service delivery.
• To be responsible for office equipment and the ordering of stock/stationery on behalf of the nursing team.
• When new staff commence employment ensure equipment, uniform and appropriate administration are in place.

Patient/Service User Related Tasks/Duties

• To regularly communicate, consult, support and work closely with service managers, GPs, patients and the Integrated Teams.  To act as the team's coordinator answering telephones, exercising judgement when dealing with enquiries, recording messages, taking action and/or informing the team leader or nurse when relevant. To liaise with and deal promptly with their queries and concerns and provide information and advice to patients or their carers regarding nursing visits.
• To be the first point of contact when responding to incoming queries in a timely manner, re-directing to the appropriate team member if appropriate, being mindful of the sensitive nature of some enquiries and possible distress of enquirers.
• To be responsible for the inputting, updating and storing of essential confidential patient information onto the live database. Make adjustments as they arise, informing team members if this impacts their visits to patients.
• To regularly prompt the nursing team for details of patient activity and required changes, including those discharged from caseloads to update the daily work schedule.
• To record the allocation of medical equipment supplied by the team to the patients, identifying its location and arranging for its retrieval when no longer required.
• To arrange for the essential annual servicing of equipment.
• To bring to the Team Manager's attention to any relevant problems, issues or possible complaints.
• To participate in the annual District Nursing Audit.
• To log all staff training on the training database.
• To be responsible for the storage and administration of patient's notes and liaise with medical records as appropriate. Maintain the filing systems for patient notes and confidential information.
• To create or format databases or spreadsheets using computerised systems in accordance with HB Corporate Standards  To produce meeting notes, adopting the corporate HB format and within expected standards.
• To contribute to relevant decision-making processes relating to administrative policies.  To log all training on the training database on behalf of the District Nurses

Responsibility for Financial Resources

• To validate invoices and suppliers, ensuring accuracy with the clinical team prior to submission for authorisation.  To ensure appropriate ORACLE requisitions are submitted on behalf of the District Nurses

PERSON SPECIFICATION

Qualifications and Knowledge

Essential ·

• Knowledge of secretarial or administrative procedures gained through experience and training to Vocational Level 3 or equivalent demonstrable level of knowledge and experience
• Competent with Microsoft IT packages : Word, Excel, Power point Desirable
• ESR, CWS, Oracle, experience or knowledge

Experience

Essential

• Experience of working and sensitively communicating with the public and other health and social care professionals. ·  Experience of administrative/ office skills and knowledge. ·  Use of databases.
• Word processing skills ·
• Use of email and searching the internet ·  Ability to prioritise workload effectively.

Desirable

• Experience of working in the NHS/Local Authority setting and familiar with NHS terminology ·  Audit/Database maintenance ·
• Experience as a secretary/Administrative support

Skills and Attributes

Essential

• Approachable ·
• Flexible approach to work ·
• Good interpersonal/ communication skills ·
• Self-motivated and able to work without supervision ·
• Excellent time keeping and attendance ·
• To be able to work on own initiative

Desirable

• Ability to speak Welsh
• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

Other

• Ability to travel between sites in a timely manner