First Community Health and Care

Team Administrator

This job is now closed

Job summary

We are looking for a part-time administrator to join our friendly District Nursing team so if you are looking for a new challenge and want to develop your career in providing NHS services this could be the role for you.

We are seeking a highly motivated, enthusiastic and efficient individual who has strong administration and communication skills. Within this role you will be working within the District Nursing team supporting on all functions and aspects of the service.

It is a busy environment and you will need excellent customer service and communication skills, a flexible approach and an ability to adapt and prioritise your work.

Main duties of the job

The main duties of this post are to ordering clinical consumables for specific patients, arranging courier delivery and maintaining a financial data sheet.

Further duties include covering for the DN teams administrators as required with duties including adding patient referrals on to emis, scheduling patient visits and caseload maintenance. Other key duties are managing the telephone, data inputting, maintaining files, databases, spreadsheets and the ordering of supplies.

About us

Do you want to be part of an organisation that is committed to providing first rate care and services to its local community?

First Community is a CQC rated Good staff owned social enterprise, which delivers NHS community services to residents across east Surrey and in parts of West Sussex.

First Community is a great place to work, everyone here has a voice and is supported to develop their career to its full potential. We offer all our staff: NHS terms and conditions, high quality training and development opportunities, flexible working to enable a good work life balance, an inclusive and friendly work environment, an NHS pension, flexible retirement options and employee benefits including a car salary sacrifice scheme.

First Community values diversity and inclusion and is committed to the recruitment and retention of under-represented minority groups. We particularly welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.

Sustainability is integral to First Community achieving the NHS Net Zero target. All staff are therefore actively encouraged and supported to implement new ways of working within their field of expertise.

Applicants are advised to apply early as we reserve the right to close the advert prior to the advertised closing date should we receive a large number of applications.

Date posted

04 December 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year Pro Rata, + 5% HCAS

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

B9078-FC925

Job locations

First Community Health & Care

Kings Mill Lane

Redhill

RH1 5JY

Job description

Job responsibilities

The post holder is responsible for providing effective, efficient and confidential administrative and clerical support to the Primary Care Network.

Management/Team Leadership

The post holder will be responsible for maintaining their own personal development, identifying areas of potential improvement/development of the individual, within the role, and the service through training.

Work in partnership with colleagues to ensure that the base adheres to Health and Safety Legislation.

Comply with all Health and Safety policies and procedures, taking reasonable care for personal health and safety and that of others.

The post holder has a responsibility for maintaining quality of own work, encourage others, contribute to improving quality or developing a culture to improve.

The post holder is accountable for their own actions.

The post holder is responsible for planning their own work, prioritising and will be working unsupervised for the majority of the time.

Operational and Administrative Responsibilities

To be the point of contact for the Primary Care Network, answering the telephone, recording messages accurately and dealing with enquiries from the general public and professional colleagues.

To order clinical consumables for the service and for specific patients identified, liaising with carers, primary care, secondary care and CHC regarding consumables required.

To organise the delivery of the consumables via courier services to the patients.

Maintain patient allocations and caseloads using EMIS electronic patient and data management system.

Ensure nursing activity is captured accurately using EMIS electronic patient and data management system.

Provide administrative and clerical support within the allocated team and cover for colleagues in their absence (this may require the post holder to occasionally work from a different base to cover for absences).

Type clinical letters.

Maintain the Primary Care Network referral system.

Maintain systems for CQC evidence and assurance.

Maintain systems for training, equipment maintenance and cleaning.

Undertake data collection for audit purposes.

Ensure archiving of patient records are undertaken accurately and in a timely fashion.

Arrange meetings; take minutes and book rooms as required.

Support with completing staff duty rotas and record absence.

Making effective use of IT systems, databases, spreadsheet and filling systems.

Generally resolve day to day administrative workload problems using own initiative, in consultation with the Coordinator as necessary.

Ensure that patient confidentiality and data protection requirements are fully adhered to.

To carry out other duties that are appropriate to the post and grading as required.

Work in partnership with the Clinical Team Lead and District Nurses to assist with the administrative systems and tasks required to develop service.

Financial

Ordering clinical supplies, equipment, and office supplies.

Checking invoices and coding appropriately.

Please see job description and person specification document attached for full details.

Job description

Job responsibilities

The post holder is responsible for providing effective, efficient and confidential administrative and clerical support to the Primary Care Network.

Management/Team Leadership

Work in partnership with colleagues to ensure that the base adheres to Health and Safety Legislation.

Comply with all Health and Safety policies and procedures, taking reasonable care for personal health and safety and that of others.

The post holder has a responsibility for maintaining quality of own work, encourage others, contribute to improving quality or developing a culture to improve.

The post holder is accountable for their own actions.

The post holder is responsible for planning their own work, prioritising and will be working unsupervised for the majority of the time.

Operational and Administrative Responsibilities

To be the point of contact for the Primary Care Network, answering the telephone, recording messages accurately and dealing with enquiries from the general public and professional colleagues.

To order clinical consumables for the service and for specific patients identified, liaising with carers, primary care, secondary care and CHC regarding consumables required.

To organise the delivery of the consumables via courier services to the patients.

Maintain patient allocations and caseloads using EMIS electronic patient and data management system.

Ensure nursing activity is captured accurately using EMIS electronic patient and data management system.

Type clinical letters.

Maintain the Primary Care Network referral system.

Maintain systems for CQC evidence and assurance.

Maintain systems for training, equipment maintenance and cleaning.

Undertake data collection for audit purposes.

Ensure archiving of patient records are undertaken accurately and in a timely fashion.

Arrange meetings; take minutes and book rooms as required.

Support with completing staff duty rotas and record absence.

Making effective use of IT systems, databases, spreadsheet and filling systems.

Generally resolve day to day administrative workload problems using own initiative, in consultation with the Coordinator as necessary.

Ensure that patient confidentiality and data protection requirements are fully adhered to.

To carry out other duties that are appropriate to the post and grading as required.

Work in partnership with the Clinical Team Lead and District Nurses to assist with the administrative systems and tasks required to develop service.

Financial

Ordering clinical supplies, equipment, and office supplies.

Checking invoices and coding appropriately.

Please see job description and person specification document attached for full details.

Person Specification

Qualifications

Essential

ECDL or NVQ 3 in administration or related subject or demonstrable equivalent proven experience.

Desirable

Touch typing /audio typing skills.

Experience

Essential

Experience of working in an administrative environment
Customer care skills
Data collection

Skills

Essential

Excellent written and verbal communication skills
Excellent interpersonal skills
Keyboard Skills
Evidence of literacy and numeracy skills
Excellent organisational skills
Customer Care skills
Ability to prioritise workload

Knowledge

Essential

Good working knowledge of IT and Microsoft knowledge

Desirable

Working knowledge of EMIS

Other

Essential

Organised
Ability to work as a team member
Ability to work independently
Attention to detail
Flexible, adaptable and reliable
UK Driving license and own transport

Person Specification

Qualifications

Essential

ECDL or NVQ 3 in administration or related subject or demonstrable equivalent proven experience.

Desirable

Touch typing /audio typing skills.

Experience

Essential

Experience of working in an administrative environment
Customer care skills
Data collection

Skills

Essential

Excellent written and verbal communication skills
Excellent interpersonal skills
Keyboard Skills
Evidence of literacy and numeracy skills
Excellent organisational skills
Customer Care skills
Ability to prioritise workload

Knowledge

Essential

Good working knowledge of IT and Microsoft knowledge

Desirable

Working knowledge of EMIS

Other

Essential

Organised
Ability to work as a team member
Ability to work independently
Attention to detail
Flexible, adaptable and reliable
UK Driving license and own transport

Employer details

Employer name

First Community Health and Care

Address

First Community Health & Care

Kings Mill Lane

Redhill

RH1 5JY

Employer's website

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

Employer details

Employer name

First Community Health and Care

Address

First Community Health & Care

Kings Mill Lane

Redhill

RH1 5JY

Employer's website

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