Job responsibilities
Community:
Support the services to meet their KPIS
Managing patients bookings, triage process and using E-Referral Service and provide secretarial support.
The role will involve call handling and back-office support functions
To undertake other administrative tasks as required for other clinical services which may commence/ be developed.
Assist in the preparation of consultant led clinics, ensuring efficient administrative support is provided to facilitate the smooth running of clinics by processing referrals received promptly, booking patients into suitable appointments, and ensuring that all records are maintained
Assist in the collection of activity and audit data to support monthly reporting and invoicing
General office duties, to include answering telephone; taking messages; dealing with post; photocopying; faxing and organising meetings as required
Liaise with patients, clinicians, and other service providers such as GP practices, GPwSIs, consultants and other private organisations working with HHCIC, as required, and providing excellent customer services
Deal with sensitive and difficult calls effectively and escalate issues to the Service Manager as appropriate
Using E-Referral System and EMIS Web
Support and provide feedback to Senior Coordinators/Service Manager
Primary Care & Enhanced Frailty Team:
Provide cover to other team members as required for leave, sickness and training, and acting as a health and social care prescriber etc.
Identify, report and/or process any issues of concern relating to safeguarding and quality of care arising from working with patients and referring onwards as appropriate.
Participate in the induction and training of new members of staff and contribute to WSIC development.
Act as an ambassador for the Enhanced Frailty Service.
Shadow enhanced frailty practitioner to gain insight into the role.
Work with GP surgeries to identify patients for step up to the service / use risk stratification tools to identify high-risk patients and ensure they receive a care planning consultation with their GP in the touchpoint meetings
Act as the first port of call for service users/patients, in their caseload in relation to their care and liaise with colleagues in relation to identified needs (including urgent needs).
Social care supported as appropriate E.G sign posting identified to make necessary referrals and ensure patient gets support identified in care plan.
Direct liaison with multi agencies to coordinate care for patients as needed.
Make social prescribing referrals to patients identified as potentially benefitting from this service.
Contact other teams within the integrated care programme e.g., social services, on behalf of our clinical team with the necessary follow up action to ensure care is allocated to the patient.
To be present at integrated team huddles and reflective learning sessions.
To support prototyping patient/carer contact roles and collate patient and carer feedback on their experiences.
Maintain and develop engagement with all practice staff and encourage best practice. It is an exciting step towards our ambition of providing integrated care (across healthcare, social care, and wider public services) for all our service users and patients in Harrow.
Shadow staff in the Enhanced Access Centre to gain insight into the extended access service offered on behalf of Alliance PCN.
Work alongside the Primary Care Supervisor in planning clinics and clinical and administrative cover
Process referrals, on behalf of clinicians, in the Enhanced Access Centre.
Ensure discharge summaries are available to the patients registered GP
Become competent in the use of the EMIS clinical system
Finance:
General bookkeeping and accounting within an organisation. The main responsibilities of a Finance Assistant are as follows:
Responsible for the sales ledger and ensure billing is done correctly on time according to the schedule
Ensure activity is validated before raising the sales invoice
Support Head of Finance with data and identify risks
Maintain all sales and purchase ledger on a weekly and monthly basis
Maintain petty cash tracking sheet and ensure all payments are authorised as per procedure and posted to the ledger
Post all sales invoices on the financial ledger and ensure its coded correctly
Maintain Credit control function with the support of the Head of Finance
Prepare debtors report and chase all customers on a weekly basis
Identify any risks and opportunities to the Head of Finance
Meet monthly financial timetable and plan your workload
Maintain the purchase ledger and ensure coding is correct
Cashbook entry and maintain the purchase ordering system
Matching and coding invoices, preparing, and running BACS payments, reconciling supplier statements.
Distributing invoices to budget holders for signature approval
Inputting invoices on to sage /allocation and ensure data entry is correct
Expenses and variances analysis
Maintain monthly Fixed Assets Register in line with IT & Estates Assets Logins
Maintain monthly Accruals and Prepayments Schedule
HR & Governance:
- Check and manage the HR Inbox. This will be required frequently throughout the day due to the high volume of email traffic.
- Direct or escalate enquiries where appropriate.
- Coordinate, arrange and, where appropriate, attend 121s, Appraisals, Probation Reviews
- Ensure all paperwork is submitted by Line Managers for all 121s, Appraisals, Probation
- Reviews
- Ensure employee files are updated, both paper and electronic fining
- Answer the HR Phone and pick up any issues to escalate.
- Respond to basic HR queries in a timely manner.
- Review HR policies against QCS to ensure up to date policies are on Breathe.
- Data entry onto various working spreadsheets
- Use of Breathe, the HR database
- Recruitment and induction support as required.
- Support governance as required.
- Project support as required.
Corporate Administrator:
Working as an Executive Assistant to the CEO, Chairman, HHCIC Board and Non-Executive Directors, maintaining a high standard of administrative and secretarial service, with proficiency in using Microsoft Office and a variety of other software to produce documents and presentations accurately and of a high standard.
Organise and manage all meetings, workshops, away days and events, on behalf of the CEO and Board, such as booking rooms, attendee lists, catering, and including liaising across the Directorate of CEO, HHCIC and externally.
Manage and type correspondence from meetings. Prepare agendas, take minutes of meetings, briefs, quality statements, business plans, annual reports, benchmarking etc. ensuring action points are raised and completed in a timely manner.
Provide complex and extensive diary management, ensuring effective use when managing the electronic diaries for the CEO, Board, Chairman and Directors.
Establishing and maintaining procedures including filing and bring forward system, ensuring ongoing effective communication at all times.
Receiving incoming telephone calls from staff, members of the public and stakeholders. Resolve routine enquires, take and record message and direct calls as appropriate. Using initiative to deal with phone calls and messages.
To be the first point of contact for the CEO for internal and external enquiries.
Sorting and prioritising incoming mail, distributing as appropriate.
Sorting and prioritising CEOs emails as required, drawing attention to matters of importance/urgency, actioning where appropriate and forwarding to other Directorate staff as required and preparing drafts where appropriate.
Undertaking administrative duties such as photocopying and disseminating copies to staff and directorate as required.
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
Ensuring contact details and lists are kept up to date for CEO and Board.
Draft reports using appropriate HHCIC templates and style guide to a suitable standard for publication to the public as required.
Carry out research as required using a variety of sources and present findings.
Ensure the CEO maintains regular 1:1s, reviews, and appraisals with their directorate., to arrange these meetings and provide the CEO with all relevant information/documents as necessary.
To assist CEO with ensuring all Annual Leave is authorised in a timely manner and recorded accurately for their directorate.
Manage and record the CEOs expenses and travel arrangements.
Prepare and oversee all paperwork, for Chief Executive and Board for coding/signature.
Display, distribute and send notices to all staff manually and electronically.
To ensure that the CEO and Board and other staff follow correct procedures in relation to the departments management.
