Service Administrator

**Service Administrator**

**Job Type**: Temporary

**Sector**: Healthcare

**Duration**: Expected to be for 3 months and maybe longer

**Location**: Birmingham

**Band**: 4

**Pay Rates**:£11.00 to £12.00 paye including holiday or

£12.00 to £13.00 umbrella per hour depending on skill and experience

**Working Days and Hours**:Monday to Friday 9am to 5pm, 37.5 hours a week

**Job Summary**
- To act as the shared first line of contact for the Gender Identity Development Service.
- To provide an efficient administration service to team members, wherever based.
- To carry out a range of administrative tasks in order to ensure the smooth running of the office and service provision and support the Admin Lead and Assistant Service Manager.
- To act as Administrator to clinicians in the GIDS team.
- To work as part of a fully integrated admin team taking on tasks in collaboration with the other admin staff as directed by the Admin Lead or Assistant Service Manager.
- To provide cover for other GIDS admin staff in their absence.

**To provide an efficient administrative service to the clinical team**:

- To develop an effective working relationship with the allocated service clinicians, Admin Lead and Assistant Service Manager to ensure the timely communication of outstanding tasks.
- To pass on messages in a timely way when clinicians are working outside the Trust e.g. on outreach visits.
- To arrange meetings as required and advising other staff on clinicians’ availability, both internally and externally.
- To ensure that relevant papers / information are available for scheduled meetings in consultation with the Service Manager if required, e.g. packs of papers for outreach visits.

To deal with telephone enquiries from referrers/staff groups/ patients/ relatives/carers:

- To provide information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
- To take accurate messages and pass on as appropriate in a timely manner.
- To discuss referrals in a tactful and professional manner, using judgment and discretion at all times, particularly taking into account issues of gender identity and role.

To respond to enquiries from professionals and external agencies:

- To be aware of general aspects of cases, to enable more effective communication with other professionals.
- To maintain confidentiality at all times.
- To divert Media enquiries to the Communications Office and the Service Manager in the first instance.
- To maintain a record of all contact with patients and professionals.

To take telephone calls from difficult and distressed clients and families:

- To display sensitivity, awareness of clients’ difficulties and to respond appropriately.
- To take particular care when addressing the client’s gender in their presence.
- To file a record of such contact with clients as appropriate and ensure the clinician is fully aware of the situation.

To make travel arrangements for patients:

- To check for patient eligibility and keep accurate records of all bookings made to ensure the Service Manager can claim back the money from the relevant PCT.
- To advise patients on the reimbursement of fares through the General Office if tickets already purchased by them.

Additional requirements
- To make travel and accommodation arrangements for Service clinicians in London and any satellite service and to liaise with the Service Manager about the costs of these.
- To enter all appointments for clinicians as required onto the CareNotes System and ensure these are outcomed in a timely way.
- To type reports, letters and other documents transcribed from audio tapes and shorthand notes, including appointment letters, clinic notes and assessment notes. A high level of accuracy is required, particularly regarding the use of names, pronouns andother gender identity issues according to the clinical policy.
- To send out appointment letters and client administration letters
- To ensure Assessment Reports are produced by clinicians in a timely way and chasing these if required.
- To collect and distribute post from the General Office and ensure outgoing post is sent down to the General Office in a timely manner each day.
- To attend weekly multi-disciplinary team meetings as required and take minutes of all administrative / business matters that arise in the meeting in the absence of the Admin Lead.
- To provide administrative support in the organisation of GIDS events, e.g. Away Days, but also in any room booking or meeting arrangements within the Trust.
- To make diary arrangements for Service staff including room bookings and try to ensure that patients having regular appointments are seen in the same room, thereby keeping distress and confusion to a minimum.
- To receive and welcome clients, families and professionals for group meetings where appropriate and act as first point of contact for the Service.
- To provide cover for all other admin staff within the Service during periods of sickness and annual leave.
- To provide day to day supervision to Band 3 staff in the Service, supporting the post holder with tasks on any given day.
- To take on any other duties commensurate within a Band 4 role, as requested by the Assistant Service Manager and Admin Lead.