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.
This role can be carried out either in an office base or working
from home.
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 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 lead 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.
Job description
Job responsibilities
- To provide a range of administrative support to all therapies and/or 0-19 services.
- Timely and accurate input of notifications of new births, antenatal bookings and children transferring into Surrey and creating an appropriate referral to the Health Visiting Team.
- To transfer clinical records and other documents to Health Visitors within the area and on to other Agencies/Trusts for children moving outside of the area
- Processing amendments of patients demographic on EMIS
- Issuing records to health visitors for new babies and advising them of all pre-school/school age children moving into the area
- Timely and accurately upload information on clients moving into Surrey
- To liaise with clinical staff to undertake administrative support for project/audit work, including preparation of databases, spreadsheets and reports.
- To liaise with outside agencies to ensure accuracy of information.
- To open, triage, scan and distribute incoming emails to appropriate team.
- To scan/upload files and maintain patient notes accurately before and after interaction/intervention.
- To answer incoming enquiries (e.g. telephone calls, emails, texts) to the department and action appropriately..
- To photocopy/print documents and patient information as necessary, following department guidelines, including maintaining stock levels of these.
- To attend colleague and user group meetings as required. These may be on other organisational sites. Feedback to others as required.
- 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.
- Record administrative contacts with other professionals and patients as per record keeping guidelines and standards.
- Ensure patient records are archived as per policy and in a timely manner.
- To display tact and diplomacy when dealing with people who are highly emotive, complaining or raising a concern.
- Use initiative and continually review how tasks are being undertaken, raising ideas around ways to do things efficiently.
- To work generically, providing cover for team colleagues during absences.
- Manage own workload
- Work under own initiative
- Support team with data collection to inform reports.
- Maintain effective communications within the teams and with other professionals.
- Be highly organised and reprioritise tasks regularly, seeking the support of line manager where falling behind on tasks or unsure how to prioritise requests.
- 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.
- Support and assist in the development of any new administrators undertaking the roles within area of responsibility.
- 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.
- Respond to and manage unexpected events occurring within site/front of house.
- Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate.
- Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.
- Prepare monthly data, reports and audit information as required.
- Ordering equipment.
- Contribute towards the maintenance of evidence required for the continued compliance to the Care Quality Commission standards and associated regulations.
- 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
- 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 Hub Administration Lead.
- 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.
- To liaise with patients, carers, other professionals as necessary.
Job description
Job responsibilities
- To provide a range of administrative support to all therapies and/or 0-19 services.
- Timely and accurate input of notifications of new births, antenatal bookings and children transferring into Surrey and creating an appropriate referral to the Health Visiting Team.
- To transfer clinical records and other documents to Health Visitors within the area and on to other Agencies/Trusts for children moving outside of the area
- Processing amendments of patients demographic on EMIS
- Issuing records to health visitors for new babies and advising them of all pre-school/school age children moving into the area
- Timely and accurately upload information on clients moving into Surrey
- To liaise with clinical staff to undertake administrative support for project/audit work, including preparation of databases, spreadsheets and reports.
- To liaise with outside agencies to ensure accuracy of information.
- To open, triage, scan and distribute incoming emails to appropriate team.
- To scan/upload files and maintain patient notes accurately before and after interaction/intervention.
- To answer incoming enquiries (e.g. telephone calls, emails, texts) to the department and action appropriately..
- To photocopy/print documents and patient information as necessary, following department guidelines, including maintaining stock levels of these.
- To attend colleague and user group meetings as required. These may be on other organisational sites. Feedback to others as required.
- 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.
- Record administrative contacts with other professionals and patients as per record keeping guidelines and standards.
- Ensure patient records are archived as per policy and in a timely manner.
- To display tact and diplomacy when dealing with people who are highly emotive, complaining or raising a concern.
- Use initiative and continually review how tasks are being undertaken, raising ideas around ways to do things efficiently.
- To work generically, providing cover for team colleagues during absences.
- Manage own workload
- Work under own initiative
- Support team with data collection to inform reports.
- Maintain effective communications within the teams and with other professionals.
- Be highly organised and reprioritise tasks regularly, seeking the support of line manager where falling behind on tasks or unsure how to prioritise requests.
- 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.
- Support and assist in the development of any new administrators undertaking the roles within area of responsibility.
- 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.
- Respond to and manage unexpected events occurring within site/front of house.
- Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate.
- Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.
- Prepare monthly data, reports and audit information as required.
- Ordering equipment.
- Contribute towards the maintenance of evidence required for the continued compliance to the Care Quality Commission standards and associated regulations.
- 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
- 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 Hub Administration Lead.
- 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.
- To liaise with patients, carers, other professionals as necessary.
Person Specification
Experience
Essential
- Proven experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment.
- Experience of working in a team.
- Experience of the delivery of objectives within a constantly changing environment.
- Setting up and using IT data collection formats and databases to produce reports for management information.
- Understanding of data protection legislation.
- Understanding of confidentiality.
Desirable
- Some supervisory experience.
- Experience of contributing to the development of the individual skills sets of others.
- Experience in an NHS/medical services environment.
Qualifications
Essential
- Educated to GCSE/A level, NVQ level 3, RSA 3, with a good basic education to include GCSE maths and English, or a good basic education to include maths and English plus evidence of administration knowledge and skills equivalent to level of qualification.
Desirable
- Willingness to train/ develop further skills.
Person Specification
Experience
Essential
- Proven experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment.
- Experience of working in a team.
- Experience of the delivery of objectives within a constantly changing environment.
- Setting up and using IT data collection formats and databases to produce reports for management information.
- Understanding of data protection legislation.
- Understanding of confidentiality.
Desirable
- Some supervisory experience.
- Experience of contributing to the development of the individual skills sets of others.
- Experience in an NHS/medical services environment.
Qualifications
Essential
- Educated to GCSE/A level, NVQ level 3, RSA 3, with a good basic education to include GCSE maths and English, or a good basic education to include maths and English plus evidence of administration knowledge and skills equivalent to level of qualification.
Desirable
- Willingness to train/ develop further skills.
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.
