Clinical Team Administrator

Navigo Health and Social Care CIC

This job is now closed

Job summary

3 x 7.5 hour days between 8am Monday and 8pm Friday (22.5 hours/week)

We have the following positions available:

1 x permanent

1 x fixed term (12 months)

An exciting opportunity for a Team Administrator has presented within our Acute, Rehab and Eating Disorder Services.

This role supports with the safe and effective delivery of clinical services, through the provision of dynamic administration support across a number of sites. From arranging and documenting meetings, to managing staffing levels, being involved in projects and supporting with the referral, admission, treatment and discharge pathways - this job role is as diverse as it is exciting.

Main duties of the job

The Team Administrator will provide a secretarial, administrative and clerical support service to Medical and Clinical Teams within Navigo.

The post-holder will receive, record and process referral, admission and discharge information maintaining service user records are up to date at all times.

The post-holder will be responsible for maintaining up to date knowledge on Navigo policies, process and procedures and working within these at all times.

The post holder will be pivotal in ensuring an excellent administrative service is provided within agreed set time restraints and will be responsible for accurate recording, maintenance and monitoring of the Teams data.

The post-holder will record and process referral data from relevant health care professionals, as appropriate to the work of the

About us

Hello!

We are Navigo. We look after North East Lincolnshire's mental health and well-being. We are an award-winning social enterprise that provides mental health services to the NHS and beyond.

The whole basis of our work is to deliver services that we would be happy for our own family to use.

We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.

Ranked as one of the top UK companies to work for, we featured in the Best Companies top 100 large company list and were named sixth best health and social care company 2023.

As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre and two cafes.

Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.

We like to work with forward-thinking people who want to make a difference.

Come join us!

Date posted

24 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

B9816-346

Job locations

Harrison House / Other Navigo Acute Locations as required

Peaks Lane

Grimsby

DN32 9RP

Job description

Job responsibilities

1.To provide a full, effective and efficient administrative and secretarial support service to all staff within the Medical and Clinical Teams co-ordinating ad hoc daily administration tasks to ensure the effective and efficient running of the service

2.Will support the day to day diary management of Clinical and Medical Team Members as required.

3.To complete administrative work relating to inpatient admissions and discharges meeting set timescales as required by area of service.

4.To audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.

5.To audio/copy type and format of all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system. This will include correspondence, admissions and discharge paperwork and electronic management of service user notes. All work will need to meet set timescales and information will need to be uploaded accurately and within the timescales to the electronic system.

6.To ensure accurate recording on service user electronic notes of all investigations, results and record keeping pertinent to service user.

7.Supports Clinical Management in relation to the maintenance/upkeep of colleague rotas.

8.Offers administrative support in arranging bank staff cover liaising with the Bank Administrator as directed.

9.To work within set processes and guidelines to maintain efficient, accurate and confidential record systems.

10.To assist in overseeing work on a day to day basis of any bank, temporary and admin support staff bringing any issues to the attention of Senior Admin.

11.To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.

12.To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.

13.To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

14.To offer support to both internal and external meetings pertinent to the Clinical and Medical Teams including Multi-Disciplinary Reviews, Family Meetings and Best Interest Meetings including:

Sourcing and booking of suitable venue

Invitations/Meeting apology collation for Chair in relation to meeting attendees

Preparation of Meeting Agendas and dissemination of documentation pre meeting

Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Senior Admin/Clinical staff.

15.To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.

16.To assist in the collation of up to date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.

17.Contributes and assists in the implementation of new administration procedures, developments and working methods.

18.To ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.

19.Assisting in budgetary and expenditure matters, petty cash, raising orders and processing invoices as requested and under direction from Management.

20.To be jointly responsible for stock maintenance and management of all office and administrative supplies.

21.To attend and participate in Team Development activities and Admin Away Days.

22.To act on own initiative and raise any relevant concerns he/she considers may jeopardise service delivery and/or care provision.

23.To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.

24.To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

25.To effectively manage compliance in mandatory training within the guidelines of Navigo.

26.Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice..

27.Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.

28.Provide administrative input and perspective to developments within service as appropriate.

29.Any other duties as required