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Community Administrator

4 months ago

BarrowinFurness, United Kingdom University Hospitals of Morecambe Bay NHS Trust Full time

Job summary

We have an exciting opportunity for a motivated Band 3 administrator to join our dedicated, friendly, caring and supportive Diabetes Specialist Team within the Integrated Community Care Group. The role is a 15-hour permanent position, based on the Furness General Hospital site, Barrow-in-Furness. Working days would be a Thursday and Friday with the expectation or providing alternative day as per service cover need.

The role will include all general administrative tasks to support the Diabetes Specialist Team. You will be able to work as an effective team member, demonstrate effective communications skills both written and verbal and support the team in the delivery of patient focused care. Previous appointment booking experience together with knowledge of the EMIS system an advantage.

Main duties of the job

JOB SUMMARY

Provide a full administration & secretarial service to the Community Nursing Team . This involves IT work, note preparation, taking minutes, attending meetings, inputting patient data, preparing spreadsheets and audit information under guidance of the team lead, archiving patient notes, photocopying, scanning, designing and preparing templates/posters/information leaflets. Be main point of contact for patients/relatives/carers and other health care professionals, take messages, give information and non-clinical advice, and signpost callers as appropriate.

About us

We operatefrom three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, andUlverstonCommunity Health Centre.

FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.

WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.

All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies,daycase and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.

Job description

Job responsibilities

MAIN DUTIES

1. Provide general administrative support to team. This involves IT work, note/file preparation, inputting patient data, attending meetings, taking minutes. Preparing spreadsheets and audit information under guidance of the team lead, archiving patient notes, photocopying, scanning, designing and preparing templates/posters/information leaflets. Be main point of call for patients/relatives/carers and other health care professionals; take messages, signpost callers for non-clinical advice as appropriate ensuring adherence to Caldecott guidelines. Communication via phone with service users and families in a compassionate and empathic but assertive manner as appropriate.

2. Make appointments, liaising with the District Nursing Team members as appropriate to ensure effective use of clinical time

3. Respond appropriately to enquiries from service users, NHS services, outside agencies - referring to other members of the team when necessary. It is necessary for this task to be undertaken timely and accurately to ensure best patient care is provided.

4. To administer the General Domiciliary Care process for patients. This involves completion of appropriate documentation, liaison with care agencies to establish care package availability, ensuring all information is uploaded to the portal

5. To ensure all administrative processes following an RIP are undertaken ensuring standard operating procedures are followed in a timely manner

6. Ensure adequate nursing supplies and stationery stocks are available for teams including preparation and printing of relevant templates and forms.

7. Ordering medical equipment under guidance of team lead ensuring all new and disposed items are recorded appropriately on the medical devices register. Arrange for servicing and training for equipment as instructed by the Team Lead. Ordering patient equipment via the Cambels system under guidance of the team lead

8. Use a variety of IT packages for various tasks including inputting patient and other performance data into information systems

9. Work across other sites as required Clinics and practices that form part of identified workload

10. Support a range of meetings preparing agendas and taking notes/minutes Ensuring these are typed up in a timely manner

11. Collect patient and staff feedback, comments and complaints and forward onto Patient Experience Team as appropriate

12. Collect/distribute incoming mail/messages

13. Assist the District Nursing Team Lead with team monthly rota and uploading onto EMIS system

14. Provide information to patients regarding district nurse appointments and directing queries to the correct sources.

15. Ensure records are maintained and accurate on EMIS or equivalent patient records systems

16. Produce, receive, archive and reactivate patient records, in accordance with the trusts retention and destruction policy.

17. To liaise with colleagues across the Care Group and provide cover for their teams during periods of leave as necessary

18. Responsible for recording information as requested ie , /external training days etc

19. Have responsibility for ensuring a robust filing system for patient records implementing procedures that ensure clinicians have access to records and information in a timely way

20. To report any security, work environment, or building maintenance/repair issues to appropriate personnel and ensure Health and Safety within the workplace is maintained

21. To maintain good housekeeping standards and ensure a safe working environment for staff and patients

22. Demonstrate systems in place to new office colleagues during induction period

23. Act as a site first aider and fire warden and undertake daily, weekly and monthly fire checks

24. Arrange and book meetings with outside health professionals

25. Calculate annual leave entitlement for team members and keeping a tracker of AL taken throughout the team.

Person Specification

Education and qualfications

Essential

3 GCSE grade C or above to include English or equivalent experience NVQ Level 3 in administration or equivalent qualification or relevant proven experience

Experience

Essential

Experience of computer based information systems in an office environment Ability and experience using Microsoft office and Microsoft 365 Experience of minute taking

Desirable

NHS patient information systems

Skills, abilitly and knowledge

Essential

Experience of working in an office environment Demonstrate accuracy and attention to detail when processing information Good written and oral communication skills Ability to work on own initiative and manage own workload on a daily basis Flexibility - demonstrate the ability to respond positively to change

Desirable

NHS experience

Personal Qualities

Essential

Flexible approach Ability to show compassion and empathy Willingness to undertake personal learning and development Ability to travel to other bases