Out of Hospital Services Administrator

**JOB DESCRIPTION**

**POST**:Out of Hospital Services Administrator

**GRADE**:Agenda for Change Band 2

**REPORTS TO (post title)**:Team Lead - Out of Hospital Services

**ABOUT PICS**

The core value of PICS is that “We Care” about our patients, carers and families, our partners and all the people that we work with. This is underpinned by our core values and our “can do” approach. We regularly review our values and ensure these are integral at all levels of the organisation. PICS values can be found on our website.

**JOB PURPOSE**
- Provide day to day effective and efficient administration support.
- Be able to work to deadlines and prioritise workload
- Maintain a high level of confidentiality
- Talk to patients/clients in a positive and friendly manner and deal with their queries
- Deal with administrative duties in a timely and efficient manner

**KEY RESPONSIBILITIES**

**MAIN DUTIES**:

- Working as part of a busy team, process telephone requests for appointments, visits, and telephone consultations accurately and appropriately.
- Typing of clinic letters using audio typing and digital dictation
- Accurate data entry and processing using SystmOne and other databases
- Working to ensure high levels of confidentiality and information governance in your work
- Effective communication with clinical and administration teams
- Providing cover for colleagues
- Achieve set targets and Key Performance Indicators
- Occasional travel to clinics and face to face customer contact
- Flexibility in approach to work tasks, able to prioritise a busy workload.
- Complete relevant training and participate in team meetings

Registered in England & Wales Company Registration Number 8763136

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**GENERAL ROLE REQUIREMENTS**:

- Able to establish and maintain positive relationships with colleagues, patients, and contractors
- Ability to deal calmly with patients in distress or who exhibit challenging behaviour
- Ability to recognise when someone is having difficulty understanding or communicating and respond appropriately
- Excellent verbal and written communication skills
- Able to work with confidential information and understand when consent has to be gained to discuss confidential information
- Ability to make judgements on issues and when to refer onto more senior staff or

Clinicians
- Ability to plan and organise your own work
- Be flexible and adaptable to changing requirements
- Able to process data securely in line with data protection regulations
- To follow PICS policies and procedures

**SUPPLEMENTARY DUTIES AND RESPONSIBILITIES**

**Health and Safety**
- Employees have a legal responsibility not to endanger themselves, fellow employees and others by their individual acts or omissions. The post holder is required to comply with the requirements of any policy or procedure issued in respect of minimising the risk of injury or disease.

**Data Protection and Confidentiality**

**Safeguarding Responsibilities**

The organisation takes the issues of Safeguarding Children, Adults and addressing domestic violence very seriously. All employees have a responsibility to support the organisation in our duties by:

- Attending mandatory training on Safeguarding children and adults.
- Making sure they are familiar with their and the organisation’s requirements under relevant legislation.

Registered in England & Wales Company Registration Number 8763136

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- Adhering to all relevant national and local policies, procedures, practice guidance (e.g.

LSCB Child Protection Procedures and Practice Guidance) and professional codes.
- Reporting any concerns to the appropriate authority.

**Equality and Diversity**
- The organisation is committed to promoting equal opportunities to achieve equity of access, experience and outcomes and to recognising and valuing people’s differences.

This applies to all activities as a service provider, as an employer and as a commissioner.

**Information Management and Technology (IM&T)**
- All staff are expected to utilise the relevant national and local IM&T systems necessary to undertake their role.

**Flexible Working**
- The organisation is committed to offering flexible, modern employment practices, which recognise that all staff need to strike a sensible balance between home and work life. All requests to work flexibly will be considered.

**Resource Management**
- Ensure the effective and efficient use of physical and financial resources, make recommendations regarding supplies and equipment

**Freedom to Act**
- Adhere to organisations policies and procedures, guided by occupational policies and procedures in primary and secondary care.
- Maintain up to date skills and knowledge and maintain awareness of professional issues.
- Works without supervision plans own workload, guidance sought if required from line manager and colleagues.
- The post holder should demonstrate good organisation and time management skills

**Reasonable Adjustments**
-