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Clinical Team Administrator
3 months ago
Job summary
3 x hour days between 8am Monday and 8pmFriday ( hours/week)
We have the following positions available:
1 x permanent
1 x fixed term (12 months)
An exciting opportunity for aTeam Administrator has presented within our Acute, Rehab and Eating DisorderServices.
Thisrole supports with the safe and effective delivery of clinical services,through the provision of dynamic administration support across a number ofsites. From arranging and documenting meetings, to managing staffing levels,being involved in projects and supporting with the referral, admission,treatment and discharge pathways - this job role is as diverse as it isexciting.
Main duties of the job
The Team Administrator willprovide a secretarial, administrative and clerical support service to Medicaland Clinical Teams within Navigo.
The post-holder will receive,record and process referral, admission and discharge information maintainingservice user records are up to date at all times.
The post-holder will beresponsible for maintaining up to date knowledge on Navigo policies, processand procedures and working within these at all times.
The post holder will bepivotal in ensuring an excellent administrative service is provided withinagreed set time restraints and will be responsible for accurate recording,maintenance and monitoring of the Teams data.
The post-holder willrecord and process referral data from relevant health care professionals, asappropriate to the work of the
About us
Hello
We are Navigo. We look after North East Lincolnshire'smental health and well-being. We are an award-winning social enterprise thatprovides mental health services to the NHS and beyond.
The whole basis of our work isto deliver services that we would be happy for our own family to use.
We offer a range of mentalhealth services, including acute and community facilities as well as specialistsupport such as outstanding older adults inpatient services, rehabilitationand recovery community mental health and an outstanding specialist eatingdisorder facility.
Ranked as one of the top UKcompanies to work for, we featured in the Best Companies top 100 large companylist and were named sixth best health and social care company 2023.
As a social enterprise, we dothings a little bit differently and have also developed income-generating commerciallyviable businesses that provide training, education and employment opportunitiesincluding Grimsby Garden Centre and two cafes.
Working at Navigo is not likeworking anywhere else. Lots of places say that, but we really mean it.
We like to work withforward-thinking people who want to make a difference.
Come join us
Job description
Job responsibilities
providea full, effective and efficient administrative and secretarial support serviceto all staff within the Medical and Clinical Teams co-ordinating ad hoc dailyadministration tasks to ensure the effective and efficient running of theservice
support the day to day diary management of Clinical and Medical Team Members asrequired.
completeadministrative work relating to inpatient admissions and discharges meeting settimescales as required by area of service.
audio/copy type and format correspondence following Outpatient Appointments andDomiciliary Visits ensuring timescales are met and information is savedaccurately on the electronic system.
audio/copy type and format of all reports, letters, assessments, reviews, careplans, discharges etc as pertinent to the work of the Team within settimescales ensuring clinical coding as appropriate and accurate saving to theelectronic system. This will include correspondence, admissions and dischargepaperwork and electronic management of service user notes. All work will need to meet settimescales and information will need to be uploaded accurately andwithin the timescales to the electronic system.
ensureaccurate recording on service user electronic notes of all investigations,results and record keeping pertinent to service user.
7.SupportsClinical Management in relation to the maintenance/upkeep of colleague rotas.
administrative support in arranging bank staff cover liaising with the BankAdministrator as directed.
workwithin set processes and guidelines to maintain efficient, accurate andconfidential record systems.
assistin overseeing work on a day to day basis of any bank, temporary and adminsupport staff bringing any issues to the attention of Senior Admin.
attendand participate in relevant team meetings including Administrative, Clinicaland Business Meetings.
dealwith telephone enquiries from Service Users suffering with mental healthillnesses using empathy, understanding, initiative, tact and tenacity whereappropriate ensuring accurate information is forwarded appropriately in orderfor appropriate care and follow up to be facilitated.
liaisewith a range of internal and external personnel on a daily basis includingClinical Professionals, Service Users and their Families/Carers, GP practices,Consultants, Hospital departments and Health and Local Authority staff.
offersupport to both internal and external meetings pertinent to the Clinical andMedical Teams including Multi-Disciplinary Reviews, Family Meetings and Best InterestMeetings including:
Sourcing andbooking of suitable venue
Invitations/Meetingapology collation for Chair in relation to meeting attendees
Preparationof Meeting Agendas and dissemination of documentation pre meeting
Taking,producing and distributing minutes of meetings and relevant documentation underdirection of Chairperson/Senior Admin/Clinical staff.
run andedit electronic system reports, updating and checking the quality of datasupplied and inputted systematically checking the electronic system errorreports and rectify data contained on a monthly basis.
assistin the collation of up to date activity and data relevant to the team provisionensuring system data errors are addressed in a timely manner as raised byQuality and Performance Lead/Admin Team Lead.
17.Contributesand assists in the implementation of new administration procedures,developments and working methods.
ensurehealth and safety procedures are adhered to and actioned as necessary, keepingelectronic diaries for clinical members of the team, updating and working fromas necessary.
19.Assistingin budgetary and expenditure matters, petty cash, raising orders and processinginvoices as requested and under direction from Management.
bejointly responsible for stock maintenance and management of all office andadministrative supplies.
attendand participate in Team Development activities and Admin Away Days.
act onown initiative and raise any relevant concerns he/she considers may jeopardiseservice delivery and/or care provision.
maintain confidentiality at all times and to comply with the Data ProtectionAct and Access to Health Records procedures.
complywith Health and Safety Regulations and work within the policy guidelines ofNavigo.
effectively manage compliance in mandatory training within the guidelines ofNavigo.
26.Maintainan up to date and proficient working knowledge of Navigo policies, proceduresand processes ensuring changes in process and procedures are embedded inworking practice..
27.Involvementas requested in new service initiatives and participation in working groups asappropriate and to meet needs of service.
28.Provideadministrative input and perspective to developments within service asappropriate.
other duties as required
Person Specification
Knowledge
Essential
Understands the need for confidentiality Understanding of client group
Desirable
Knowledge of mental health services Working knowledge of CPA Knowledge of hospital administration systems Knowledge of medical terminology Previous customer service role
Qualifications
Essential
Educated to GCSE level grade A to C or equivalent including Mathematics and English Language NVQ Level 2 Administration or equivalent practical knowledge IT qualification to GCSE level or equivalent
Desirable
RSA/OCR Grade 3 Typing/Word Processing standard
Experience
Essential
Team Working Maintaining databases and spreadsheets
Desirable
Knowledge of mental health services Working knowledge of CPA Knowledge of hospital administration systems Knowledge of medical terminology Previous customer service role