HUB Administrator, Rotherham Healthwave

Job description

Job responsibilities

1. Monitoring and processing incoming referrals and queries, via the services generic email account.

2. Monitor clinic rotas to ensure there are enough advance slots available and inform relevant persons of any issues. Book clients into clinic rotas for health coaches and keep them up to date of any changes.

3. Receive and deal with correspondence and take appropriate action.

4. Make sure client letters are printed and sent out in a timely manner.

5. Ensure that patient related documentation is entered into electronic health records with high degree of accuracy and completeness.

6. Complete in a timely manner in line with service KPIs, 12-week, 6 month and 12-month, client follow up calls.

7. Attend team and or clinical team meetings, takes notes/minutes and action any outcomes from the meeting.

8. Work with managers and with IT support to maintain data quality and make improvements to data collection where necessary.

9. Assist managers and clinicians in achieving contracted targets by ensuring data is entered accurately and in a timely manner.

10. Assist with the induction process for new staff.

11. Photocopying, collating, and processing information and any similar duties which may be necessary to facilitate the secretarial and administrative work. Scanning and uploading documents.

12. To manage own time and priorities in providing service.

13. To maintain an ordered and organised, office environment.

14. To undertake any other reasonable tasks as determined by managers and Connect team clinicians.

15. To ensure confidentiality and security of patient data is always maintained in compliance with the Data Protection Act.

16. To ensure confidentiality of staff, patients and carers is maintained in line with organisations policy.

17. To support safe and effective team practices.

18. To work closely with team members to provide a flexible service and be willing to assist other staff as and when required.

19. Attend community and promotional events to talk about the service with health coaches as required.

20. To work as a member of a team communicating effectively regarding work capacity and pressures ensuring the smooth running of administrative provision. To raise with the line manager any barriers to safe and effective working.

21. To attend all mandatory training courses required and comply with health and safety regulations as part of personal development, e.g., systems training, fire awareness training, Personal Development Reviews (PDR/Appraisals).

Person Specification

Experience

Essential

• Ability to deal with the public in an empathic and effective manner.
• Ability to liaise with all levels of professionals in a confident and effective manner.
• Experience of managing highly confidential and sensitive information.

Desirable

• Experience of working in the NHS and / or Social Care
• Experience of managing enquiries where the caller may be distressed or experiencing communication difficulties

Qualifications

Essential

• Administration skills
• Customer service qualifications NVQ Level 2/3 or equivalent
• Good general level of education

Desirable

• ECDL or equivalent

Personal Qualities

Essential

• Excellent communication skills and ability to maintain professional manner even when under pressure.
• Ability to work as part of a team.
• Able to cope under pressure and with distractions.
• Attention to detail.
• Able to work under limited supervision but willing to access support and escalate issues, as necessary.
• Able to work competently within confidentiality and information governance

Desirable

• Ability to challenge and raise concerns where quality or safety are noticed to be not of the required standard

Knowledge Requirements

Essential

• Broad range of administrative functions.

Desirable

• Basic knowledge or experience of working in a healthcare environment.

Further Training or Job Related Aptitude and Skills

Essential

• Working knowledge of Microsoft Office.
• Ability to manage and prioritise own workload.
• Ability to minute meetings.
• Organisational skills
• Data entry

Desirable

• Working knowledge of email systems
• Working knowledge of electronic health records systems, particularly using SystmOne

Contractual Requirements or other requirements

Essential

• Ability to travel between sites if needed.
• Flexibility
• Willingness to undertake training as required.
• Commitment to the highest standards of customer service

Desirable

• A basic understanding of common mental health problems
• Able to contribute to the continuous improvement of systems and processes.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Connect Healthcare Rotherham CIC

Address

Thorogate Health Centre

Thorogate

Rawmarsh

Rotherham

South Yorkshire

S62 7HU

Employer's website

https://Connecthealthcarerotherham.co.uk (Opens in a new tab)