Clinical Team Administrator - Inpatients

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

Person Specification

Additional Requirements

Essential

• Applicants must have the right to work in the UK.

Knowledge

Essential

• Understands the need for confidentiality.
• Understanding of client group.

Desirable

• Knowledge of mental health services.
• Knowledge of hospital administration systems.
• Knowledge of medical terminology.
• Knowledge of Mental Health Act / Mental Capacity Act.

Qualifications

Essential

• Educated to GCSE minimum of level 4 / grade C or equivalent including Mathematics and English Language.
• NVQ Level 2 Administrator or equivalent practical knowledge.
• IT qualification to GCSE level.

Desirable

• RSA/OCR Grade 3 Typing/Word Processing standard.
• AMSPAR Medical Terminology qualification.
• Clinical Coding trained.

Experience

Essential

• Previous experience / knowledge of administration procedures.
• Maintaining databases and spreadsheets.
• Minute taking experience.
• Experience of team working.

Desirable

• Previous NHS Secretarial / administrative experience / knowledge of hospital administration procedure.
• Willingness to undertake training in use of electronic systems.
• Previous customer service role.

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.

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Harrison House / Other Navigo Acute Locations as required

Peaks Lane

Grimsby

DN32 9RP

Employer's website

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