Business Support Administrator

Job description

Job responsibilities

Ensure an effective and efficient administration service is provided to patients and any other visitors to RHA.

To answer telephones promptly ensuring that any in-coming lines are always covered, and calls are answered courteously and professionally making any follow-up appointments where necessary.

Take messages, ensuring accuracy of detail and prompt appropriate delivery.

Process tasks notes, whether this be general messages or requests for referrals, action and complete.

Preparing and processing any referrals.

Action any follow up requests from duty doctor for contacting patients regarding blood results. Dealing with any urgent blood results for the GPs

Restoring the telephone service in the morning and checking for any messages

Keep regular check on emails, action and complete.

Ordering of stock when required.

Keep checks on daily appointments, ensuring correct use of appointments.

Enter/amend patient information onto the computer as required.

Liaising with local hospital and borough wide services etc as required.

Assisting other members of the Primary Care Network as required.

Undertake any other additional duties appropriate to the post as requested.

Housekeeping of reception area.

Monitoring of Clinical equipment and reporting/re-ordering missing items.

Provide secretarial support and/or administrative support to RHA and primary care networks as required including composing and typing correspondence, reports, taking minutes of meeting and training resources using Word, Excel and PowerPoint

Be responsible for dealing with issues of a highly sensitive and confidential nature

Be responsible for the booking of patient appointments and reception duties

Action incoming and outgoing correspondence as appropriate by preparing responses for agreement or by using discretion to ensure that only appropriate work is referred to the appropriate person for action

Be responsible for incoming telephone calls, professionally responding to queries and requests as appropriate and taking messages where necessary. Maintaining an up to date messaging system

Manage a computerised diary for assigned managers and be responsible for making appointments, checking other managers electronic diaries for availability and booking venues, equipment and refreshments as necessary

Work with allocated IT systems and web-based services/systems

Establish and maintain effective filing (physical and electronic) systems and adapt these as necessary within the developing role including computer, filing, diary and bring forward systems

Be responsible for the administration of meetings including the distribution of agendas and associated papers, accurate formal minute taking, the typing of and dissemination of minutes and the following up of action points as appropriate

Liaise effectively with managers, staff, service users and external agencies and services

Comply with policy and processes within the corporate management function and the administration office

Undertake any other duties as may be reasonably required at the request of the Heads of Service / Line Manager

Project Based Work

Ensuring that the assigned managers have all that they require and briefed for all meetings and events in advance.

Providing a link to the colleagues and other stakeholders acting as first point of contact for queries etc resolving / escalating as applicable.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.

respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by RHA as part of this employment, such training to include:

participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

communicate effectively with other team members.

communicate effectively with patients and carers.

recognise peoples needs for alternative methods of communication and respond accordingly.

Person Specification

Qualifications

Essential

• Educated to GCSE level ( Maths, English, Humanities, Sciences) or equivalent
• Higher National Certificate (HNC) Business Administration or equivalent / or equivalent experience

Desirable

• First degree or equivalent qualification in a relevant field
• Further educational achievement in a related field, either acquired by in depth experience or postgraduate study to diploma level.

Experience

Essential

• Possess expertise and capability with demonstrable experience of secretarial, specialist /administrative service
• Customer service excellence
• Excellent interpersonal and communication skills
• Ability to produce high quality work with attention to detail
• Skilled in the presentation of data
• Ability to prioritise own workload and meet deadlines
• Excellent organisational and planning skills

Desirable

• Knowledge and / or experience of primary care
• NHS information governance
• NHS information and data quality issues

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

Rochdale Health Alliance

Address

The Old Post Office

No 2 The Esplanade

Rochdale

Greater Manchester

OL16 1AE

Employer's website

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