Administration Assistant

1 week ago

Bedfordshire, United Kingdom Cambridgeshire Community Services NHS Trust Full time

Job summary

An exciting opportunity has arisen for an enthusiastic and committed Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Bedfordshire. Your main base will be Kingsbrook but with the expectation to provide cover at Grove View Dunstable on occasions.

To provide call taker, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.

30 hours per week, hr days, 0900-1700 or 1200-2000 Monday to Friday, Saturday on rotation 0900-1300 with half day off in that week. One day off per week which may vary due to staffing and clinic needs

Please note that should we receive a high number of applications, we reserve the right to close the advert earlier than advertised

Main duties of the job

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous, and professional manner, promptly prioritising as required dependant on urgency of enquiry.

Facilitate communication with patients booking of appointments for clinics via relevant contact methods for example, telephone, online booking, direct messaging and chat functions, using the clinical system and other local booking/waiting list processes.

Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.

Maintain accurate patient records both manual and electronic in accordance with the organisation's Record Keeping Policy.

Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.

When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.

About us

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.

If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Job description

Job responsibilities

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.

Maintain accurate patient records both manual and electronic in accordance with the organisations Record Keeping Policy.

When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.

When required, take bookings for meeting rooms.

Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.

Provide administration support to the iCaSH Service secretaries if required.

Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.

Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.

Communication

Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes.

Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.

Key working relationships

The general public including patients and their families if appropriate Head of iCaSH Services iCaSH Service Manager Service Support Lead Clinical Nurse Manager Administration Team iCaSH Locality Team iCaSH Clinical Team iCaSH Medical Team Other Cambridgeshire Community Services employees iCaSH/CCS Subcontracted Services External/Third party organisations

Budgetary Responsibility

Contribute to the financial delivery and sustainability of the department objectives.

Support with stock control and ordering as required.

People Management

Maintain own professional development and participate in The Trusts appraisal and KSF process.

Participate/support in clinical audit, service development and research projects if required.

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.

The post holder must adhere to the Trust risk assessment and risk management processes.

The post holder must adhere to infection prevention and control policies and procedures.

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required.

The post holder is required to participate in relevant emergency preparedness process for their team.

Person Specification

Knowledge and skills

Essential

Proven skills in being flexible and adaptable (including adhoc evening working) to meet competing priorities Understand working with vulnerable people Ability to Maintain good relationships with colleagues and Professional staff Excellent organisational skills/telephone and communication skills and ability to prioritise and plan ahead Working with sensitive information and protecting confidentiality Excellent communication skills

Desirable

Knowledge of the application of administrative systems and programmes in healthcare

Qualifications and training

Essential

Educated to GCSE level English and Maths or equivalent Competent operator of computers and software

Desirable

Knowledge of the full range of secretarial procedures, software programmes and medical terminology

Experience

Essential

Proven experience of using Microsoft Office Ability to use own initiative/ work to deadlines Experience of working in a constantly changing environment

Desirable

Experience in NHS or Healthcare clinic Previous experience in a clinical setting

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