CSH Surrey

Administrator

This job is now closed

Job summary

An exciting opportunity for an experienced administrator to work with the Children and Families Team administrators .The role will be to provide a high-quality efficient administration service to support the smooth running of a diverse range of clinical services within the Children and Families business unit.

UK Visa and Immigration Sponsorship: Please note that we do not offer UKVI sponsorship for these posts, and so all applicants require a current right to work in the UK.

Main duties of the job

Provide a high-quality efficient, comprehensive, and confidential administration service to clinicians, team leaders and clinical managers across services within their site to support the smooth running of clinical services.

Provide a high-quality customer care first point of contact service. This may involve the delivery of reception or telephone services as well as in the support of clinicians to co-ordinate their clinical workload.

Provide support with patient experience activities including resolving issues, queries and seeing through complaints to resolution as much as possible and escalating where appropriate.

Effective communication with the administrator leads of any process/policy change within the services

Contribute to the review & evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made.

Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equality, and inclusion through best practice working.

About us

CSH Surrey are part of the NHS and are Surreys largest and longest established NHS community services provider, so our 1500+ employees get NHS pay and pensions, and also receive the Fringe High-Cost Allowance of 5%.

Our staff enjoy excellent training and development opportunities, including the care certificate, apprenticeships, numeracy and literacy courses, access to the Nursing Associate programme, and a wide variety of management and leadership courses and programmes.

We CARE about our staff though through our values of Compassion, Accountability, Respect and Excellence. Our active employee council called The Voice, elect employee representatives to ensure colleagues' voices are heard at Board level. CSH is a diverse organisation, if you are a passionate, person-focused individual then apply to join CSH Surrey today!

We welcome candidates from all backgrounds who meet the essential criteria of the job you are applying for and if you require any reasonable adjustments, please contact the named individual for this advert, or our recruitment team.

Date posted

08 May 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,008 to £25,553 a year plus 5% HCA

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

B9074-24-0131

Job locations

Old Dean Surgery

Berkshire Road

Camberley

Surrey

GU15 4DP

Job description

Job responsibilities

1. To provide a range of administrative support to all therapies and/or 0-19 services, including typing of letters/meeting notes/reports where required, filing, photocopying, scanning, production of patient resources.

2. To liaise with patients, carers, other professionals as necessary.

3. To liaise with clinical staff to undertake administrative support for project/audit work, including preparation of databases, spreadsheets and reports.

4. To liaise with outside agencies to ensure accuracy of information.

5. To open, triage, scan (where appropriate) and distribute incoming mail.

6. To scan/upload files and maintain patient notes accurately before and after interaction/intervention.

7. To answer incoming enquiries (e.g., telephone calls, emails, texts) to the department and action appropriately.

8. To be responsible for maintaining and ordering for the department on a regular basis.

9. To photocopy/print documents and patient information as necessary, following department guidelines, including maintaining stock levels of these.

10. To attend colleague and user group meetings as required. These may be on other organisational sites. Feedback to others as required.

11. To act as a highly competent user of our clinical patient record and booking system (EMIS). Support the training of other administrators in use of the system.

12. Record administrative contacts with other professionals and patients as per record keeping guidelines and standards.

13. Ensure patient records are archived as per policy and in a timely manner.

14. To display tact and diplomacy when dealing with people who are highly emotive, complaining or raising a concern.

15. Use initiative and continually review how tasks are being undertaken, raising ideas around ways to do things efficiently.

16. To work generically, providing cover for team colleagues during absences.

17. Manage own workload

18. Work under own initiative

19. Support team with data collection to inform reports.

20. Maintain effective communications within the teams and with other professionals.

21. Be highly organised and reprioritise tasks regularly, seeking the support of line manager where falling behind on tasks or unsure how to prioritise requests.

22. To ensure confidentiality on all matters relating to patients and information obtained during the course of employment, ensuring such information is not released to anyone other than those acting in an official capacity in accordance with GDPR and Caldicott Principles.

23. Support and assist in the development of the B2 administrators undertaking the roles within area of responsibility.

24. Be the non-clinical point of contact for patients, carers and others utilising and visiting the site services, managing any enquiries, problems or concerns when required. Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant colleague for action.

25. Respond to and manage unexpected events occurring within site/front of house.

26. Co-ordinate the smooth day to day function of the site including setting up of clinic, meeting, training and education rooms.

27. Undertake the booking, cancellation and rebooking of appointments for the range of clinical services operated on the site. Checking patient basic details are correct in system and updating any amendments.

28. Book into clinician diaries appointments at the appropriate time in accordance with the bookings process.

29. Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate.

30. Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.

31. Prepare monthly data, reports and audit information as required.

32. Ordering equipment.

33. Contribute towards the maintenance of evidence required for the continued compliance to the Care Quality Commission standards and associated regulations.

34. To take responsibility of own delegated workload and support colleagues as and when needed to ensure workflow is not disrupted. Prioritise admin tasks in order of urgency and recognise when there is a need to request additional guidance and support from Quadrant Administration Lead

35. Contribute to the development and implementation of new policies and procedures for the area of responsibility. Up-dating local procedures under the supervision of the Quadrant Administration Lead.

36. Supporting development/update/distribution of patient leaflets within clinical services; distributing, collecting and scanning patient surveys; some basic analysis of results to support clinical teams; support with sharing the results (internally and externally via, e.g., posters) and liaison with clinical teams to capture actions taken following patient feedback.