Job summary
This is a varied and proactive role which would suit someone with great administrative and organisational skills who enjoys working on a variety of activities. The role supports the RICE team, working with our clinical specialists and wider team to support administration.
The work is varied and interesting and the successful candidate will need to be organised, flexible and reliable. We are looking for someone who possesses the ability to meet the demands of the service and is able to communicate with a wide range of stakeholders, including patients, funders and supporters.
Attention to detail is a must, as is a can-do attitude. No day will be the same and the person will need to balance and prioritise various tasks.
We are looking for a team player and a 'completer-finisher', with excellent communication skills and eye for detail.
Main duties of the job
To provide high quality, customer and supporter care and administrative support to the RICE team and our patients. To act as the first point of contact for patients and visitors contacting or visiting RICE and to represent the organisation professionally and efficiently in person and through written and digital communications.
You will need to demonstrate a track record of strong interpersonal skills and generating communications such as letters, forms and flyers. The role requires skills in using MS Office and a CRM database as well as various IT packages for minutes, presentations and data gathering.
About us
RICE - The Research Institute for the
Care of Older People leads and collaborates on essential research and service delivery to improve
the health and find effective treatment for those impacted by dementia and
other related conditions.
RICE is a cutting edge research and treatment centre located
in Bath, working in both clinical trial and academic research. We are an independent charity focused on
essential research and provide support for people with dementia and other
conditions of older age, their families and carers; dedicated to improving the
quality of life of everyone involved.
Our contracted NHS Memory Clinic service and post diagnosis
activities also provide support to patients, families and carers.
RICE is undergoing a major rebrand and will soon be known as
ReMind UK, you may see both names used in relation to this role and our wider
activities during our phased transition.
Job description
Job responsibilities
1. General duties
-
Undertake a variety of administrative duties
to assist in the smooth running of the RICE Centre including the provision of
secretarial and administrative support to clinical staff and other members of
the RICE Team.
-
Offer exceptional customer and supporter care
through delivering friendly and efficient assistance to the RICE team ensuring
a positive and friendly experience for patients, families, supporters and other
visitors either in person or via email or phone.
-
Reception duties including greeting patients
and visitors to the centre, answering the phones, and emails.
-
Inputting data and producing reports from
databases including the patient database and the fundraising database.
-
Ensure waiting area and reception are kept
clean and tidy
-
To be flexible to the needs of the Centre to
ensure the smooth running of the reception and Memory Clinic
-
Establish and maintain effective communication
and confidentiality of information
2. Patient records
-
To provide medical secretarial services
including word processing, filing, audio typing, photocopying and the
composition of letters. To provide a fast and accurate copy and audio typing
service to the centre, producing clinic letters and other documents.
-
Maintain systems and process to ensure that
patient information/data is available at the right time, that they are in the
right place, and that they are complete and accurate
-
Update patient information/data as required
including once patients have been seen, ensuring notes are accurate and up to
date.
-
Maintain accurate confidential database
records for all patients.
-
Annual archiving of patient records following
relevant policies and procedures.
3. General
- To support in the
organisation of courses we run at RICE.
- Managing external booking
for the meeting rooms, ensuring finance manager is aware of any invoices that
are required.
- Setting up the
meeting rooms when booked, and assisting with AV equipment as required.
Job description
Job responsibilities
1. General duties
-
Undertake a variety of administrative duties
to assist in the smooth running of the RICE Centre including the provision of
secretarial and administrative support to clinical staff and other members of
the RICE Team.
-
Offer exceptional customer and supporter care
through delivering friendly and efficient assistance to the RICE team ensuring
a positive and friendly experience for patients, families, supporters and other
visitors either in person or via email or phone.
-
Reception duties including greeting patients
and visitors to the centre, answering the phones, and emails.
-
Inputting data and producing reports from
databases including the patient database and the fundraising database.
-
Ensure waiting area and reception are kept
clean and tidy
-
To be flexible to the needs of the Centre to
ensure the smooth running of the reception and Memory Clinic
-
Establish and maintain effective communication
and confidentiality of information
2. Patient records
-
To provide medical secretarial services
including word processing, filing, audio typing, photocopying and the
composition of letters. To provide a fast and accurate copy and audio typing
service to the centre, producing clinic letters and other documents.
-
Maintain systems and process to ensure that
patient information/data is available at the right time, that they are in the
right place, and that they are complete and accurate
-
Update patient information/data as required
including once patients have been seen, ensuring notes are accurate and up to
date.
-
Maintain accurate confidential database
records for all patients.
-
Annual archiving of patient records following
relevant policies and procedures.
3. General
- To support in the
organisation of courses we run at RICE.
- Managing external booking
for the meeting rooms, ensuring finance manager is aware of any invoices that
are required.
- Setting up the
meeting rooms when booked, and assisting with AV equipment as required.
Person Specification
Experience
Essential
- Minimum of two years experience working in a customer/patient focused environment
- Good typing and computer skills
- Excellent administration and organisation skills
- Experience of using Microsoft Office including word, excel and outlook
- Knowledge and ability to use a database/CRM system
- Polite and professional manner and ability to deal with patients who may be confused, have difficulty communicating, be angry or distressed on the telephone or face to face
- Good time manager, with the ability to work on own initiative and to prioritise a busy and diverse workload
- Ability to plan and manage your varied workload
- Excellent verbal and written communications skills
- Self-directed, confident and proactive
- Good team player with a friendly can-do attitude, prepared to pitch in as necessary
- Organised, calm under pressure, able to prioritise effectively and work to various deadlines
Desirable
- Experience of working in a health and/or charity or not-for-profit setting
- Knowledge of medical terminology
-
- Audio typing experience
- Knowledge of the healthcare system in the UK and in particular care for older people.
- Familiarity with and commitment to health and research charities and/or previous experience of working with people with dementia and with patients in the older age group.
Person Specification
Experience
Essential
- Minimum of two years experience working in a customer/patient focused environment
- Good typing and computer skills
- Excellent administration and organisation skills
- Experience of using Microsoft Office including word, excel and outlook
- Knowledge and ability to use a database/CRM system
- Polite and professional manner and ability to deal with patients who may be confused, have difficulty communicating, be angry or distressed on the telephone or face to face
- Good time manager, with the ability to work on own initiative and to prioritise a busy and diverse workload
- Ability to plan and manage your varied workload
- Excellent verbal and written communications skills
- Self-directed, confident and proactive
- Good team player with a friendly can-do attitude, prepared to pitch in as necessary
- Organised, calm under pressure, able to prioritise effectively and work to various deadlines
Desirable
- Experience of working in a health and/or charity or not-for-profit setting
- Knowledge of medical terminology
-
- Audio typing experience
- Knowledge of the healthcare system in the UK and in particular care for older people.
- Familiarity with and commitment to health and research charities and/or previous experience of working with people with dementia and with patients in the older age group.
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.
