Administrator

Are you looking for an administrative role in which you can make a difference and support clinicians working with young children and their families?

The Speech and Language Therapy (SLT) Team require an enthusiastic administrator to help them in providing outstanding care for the children and young people using our service.

You will be based at either The Peacock Centre in central Cambridge or Oak Tree Centre in Huntingdon, both having plenty of free parking on site. This is a part time post working 4 or 5 days per week including Fridays, offering an excellent opportunity if you wish to work these hours.

The main duties of this integral role include supporting the Speech and Language Therapy clinical team in the referral process for specialist services. You will use SystmOne to register and process referrals and arrange appointments. Knowledge of SystmOne would be an advantage, however, full training on this will be provided.

You will also be responsible for ordering specialist equipment and consumables for services as required.

There is also the opportunity to support the wider administrative team and cover the reception desk/Single Point of Access at times of need.

A polite and professional manner is needed as you will be speaking to patients’ families and liaising with professionals both inside and outside the Trust.

Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There’s one reason why our services are outstanding - and that’s our amazing staff - who, for the seventh year running, rated us incredibly highly in the national staff survey.

Support and manage the patient referral process.

To use electronic patient management system to register, process, check, update and discharge patients

Type appointment letters, clinical letters and discharge letters

Maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, audio and copy typing

Respond to all queries, correspondence and issues within department in relation to specialist services

Support the management of the 18 week wait list, escalating any issues to the Lead Practitioner.

Prioritise and manage own workload

Make suggestions and support the Admin Team Leader in introducing changes to administrative systems in line with service modernisation and integration

Support any audits required by the services relating to this department

Produce information and data relating to the services relating to this department, as required

Assist on reception or Single Point of Access (SPA) phone line, if required.

To participate in administration meetings and share good practice amongst peers within the organisation.

Communication

Communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies.

Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary demonstrate/assist less experienced colleagues with tasks.

To answer queries from doctors, clinicians and other staff, regarding clinics and patients.

To assist with day to day queries into department

Ensure that all information is disseminated to staff as appropriate.

To provide data and information for reports as required

To provide narrative or description to data as required

Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.

To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.

Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation.

Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services.

Budgetary Responsibility

Order specialist equipment and consumable for services as required

Receipt goods as required

Liaise with central procurement team for routine orders

Monitor use of consumables within own area and identify areas of saving and make changes as required

People Management

To demonstrate and train staff within the remit of your tasks

To support staff undergoing induction within your department

Maintain own professional development and requirement to take part in appraisal and KSF process

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

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