Part-Time Access Service Admin Hub: Administrator

Job description

Job responsibilities

Key Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Senior Admin / Access Service Manager, dependent on current and evolving workload and staffing levels:

Ensure an effective and efficient administration is provided to the Access Services, its 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

Adding appointment books onto the EMIS system for practices to book patients into (previous experience of EMIS is essential)

Keep checks on daily appointments, ensuring correct use of appointments and advising PCN Practices of any inappropriate bookings for the Access Service

Supporting communications to participating practices in relation to any changes to the Access Service

Enter/amend patient information onto the computer as required

Liaising with local hospital and borough wide services etc as required

Ensure all shift reports are monitored and acted upon in a timely manner

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

Preparing and processing any referrals (Training will be given to the correct candidate).

Administration, with support of service lead, of Rotas and the Rota Master Management system, ensuring shifts are filled and alerting the Access team to any changes where required

Working closely with the H.R. team supporting the administrative processes to develop the existing bank of staff

Working with our Primary Care Academy Manager to support the development, and subsequent management, of an in-hours bank of staff that will support the primary care workforce out in general practice

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

Keep regular check on emails, action and complete

Stock ordering/reconciliation and ensuring timely delivery of requested stock to all sites

Attend service delivery sites as and when required to support maintenance of stock and other checks as appropriate

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

Assisting other members of the Primary Care Network as required

Undertake any other additional duties appropriate to the post as requested

Quality

The post-holder will strive to maintain quality within RHA, and will:

alert other team members to issues of quality and risk

assess own performance and take accountability for own actions, either directly or under supervision

contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

work effectively with individuals in other agencies to meet patients needs

effectively manage own time, workload, and resources

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

• Qualifications & Training:
• * Educated to GCSE level (Maths, English, Humanities, Sciences) or equivalent
• Knowledge and experience:
• * Experience of using Microsoft Office packages (including Word, Excel, Outlook and PowerPoint)
• * Previous experience using EMIS
• * Experience of working as part of a busy team and contributing to the effectiveness of the team
• * Experience of providing effective customer service
• * Experience and/or knowledge of Primary Care
• Skills and Attributes
• * Proven interpersonal and communication skills (verbal and written)
• * Skilled in the presentation of data
• * Excellent level of IT skills
• * Excellent organisational and planning skills
• * Ability to produce high quality work with attention to detail
• * Ability to work and adapt to a changing environment
• * Excellent ability to negotiate and deal sensitively with difficult situations and to challenge when necessary
• * Ability to work autonomously managing specific aspects of the service
• * Ability to prioritise own workload and meet deadlines
• * Strong minutes/note taking skills
• * A completer/finisher in terms of delivery
• * Able to travel efficiently to other sites within Heywood, Middleton & Rochdale if required to do so
• *Reliable
• *Flexible

Desirable

• Qualifications & Training:
• * Higher National Certificate (HNC) Business Administration or equivalent / or equivalent experience
• Knowledge and experience:
• * Demonstrable experience of secretarial, specialist /administrative service
• * Experience managing rotas / use of Rota master
• * Experience of working with clinical professionals
• * Knowledge of NHS Information Governance
• * Experience of dealing with data quality issues
• * Knowledge of NHS business processes and health commissioning organisations
• * Knowledge of records management, governance, and corporate affairs
• Other:
• * Holds UK Driving Licence

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)