Job summary
We have a part-time position
available for an administrator to support our Community Phlebotomy Service,
based at Mary Potter Centre. The team works well together, and we see
administrative support as really essential to the work we do. You would be a
core part of the team.
The role is interesting and
varied. Key duties include planning and allocation of workload for the
Phlebotomists, and receiving referrals and phone queries to the service. You
would be supported by the Team Manager and have access to specific training and
support for administrative staff to allow you to do your role.
The proposed working hours are 10am-2pm Monday-Friday
as this is the time of day that our team need the most admin support.
Main duties of the job
The Phlebotomy Service gets
its referrals from GP Practices and from other Community Services. The
role of the administrator includes receiving these referrals, checking that
that the referral has been filled in correctly, and might involve phoning the
referrer to check any details on the referral that are unclear. You will then book
home visits on an electronic system and schedule the visits with each
Phlebotomist on a day-to-day basis.
You will be a key point of
contact for the Phlebotomists when they are out on their visits, tracking them
to make sure they are safe, and checking any patient details on the electronic
system that the Phlebotomists need to carry out the visits successfully.
The Service also has some
Phlebotomy clinics for patients who are not housebound, and you may be involved
in booking or re-scheduling appointments in those clinics, as well as being a
point of contact for patients with questions about their appointment.
You will need to be confident in answering the phone and
making phone calls. You will need good IT skills, and training will be provided
for you to work on the electronic notes system. You will make brief notes on
patient records, so some typing skills are useful, and you must have good
English skills. There may be a need to be flexible with your hours, for example
to attend a training day. However this will be agreed with you in advance so
that you can make arrangements to attend.
About us
We are a provider of NHS Community Health Services, CityCare
exists to support the health and wellbeing of all local people, working
alongside other health and care partners to achieve this. We are a value
driven, people business with a passion for excellence. Our vision and social
purpose is to make a difference everyday to the health & wellbeing of our
communities and our values of kindness, respect, trust and honesty lie at the
heart of everything we do, guiding how we work together with partners and each
other to consistently deliver high quality compassionate care. As a social
enterprise we aim to add social value by investing in the future of our local
communities and helping to make a difference in peoples lives.
CityCare value the benefits of a diverse and inclusive
workforce. We encourage applications from candidates who identify as disabled,
LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are
currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive
about employing people with disabilities. If you require your application in a
different format please contact Human Resources on 0115 8839418. CityCare is
committed to the protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
- To provide the majority of administrative support for the Phlebotomy Service, and to be a point of contact for the Nottingham Health and Care Point staff who provide the remaining admin cover.
Dimensions
- To work in an office base or bases
- To liaise with the Phlebotomy team on a daily basis
- To be responsible for the allocation of day-to-day workload to the Phlebotomists, with the support of the Team Manager as required
- To order stock for the Phlebotomy team
- To participate actively in mandatory training and any other training required for the role
Key Responsibilities
- To provide full administrative support to the Phlebotomy Service
- To administer the process of incoming referrals, scheduling appointments and home visits.
- To allocate the domiciliary workload for the Phlebotomists on a daily basis, taking into account their working hours and patterns, clinical requirements, referral urgency, and geographical location of the patients homes.
- To deal with any changes required to the workload allocation in the event of short-notice staff absence such as sickness, with the support of Team Manager.
- To operate a tracking system for Phlebotomists on home visits, in line with procedures.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries and making judgements as necessary.
- To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work.
- To maintain staff and patient information so that it is readily available and secure
- To order stock as required for the service, maintaining stock levels.
- To maintain administrative systems and procedures.
- To maintain administrative systems and procedures.
- To have excellent keyboard skills and be proficient in the use of Microsoft Office Packages and SystmOne (patient electronic database).
- To make arrangements for meetings and clinics, booking rooms, taking minutes and generating agendas.
- To undertake general office procedures including photocopying, printing, and the distribution of mail as required.
- To ensure any changes within the service are understood and complied with appropriately and are communicated to the relevant parties.
Job description
Job responsibilities
Job Purpose
- To provide the majority of administrative support for the Phlebotomy Service, and to be a point of contact for the Nottingham Health and Care Point staff who provide the remaining admin cover.
Dimensions
- To work in an office base or bases
- To liaise with the Phlebotomy team on a daily basis
- To be responsible for the allocation of day-to-day workload to the Phlebotomists, with the support of the Team Manager as required
- To order stock for the Phlebotomy team
- To participate actively in mandatory training and any other training required for the role
Key Responsibilities
- To provide full administrative support to the Phlebotomy Service
- To administer the process of incoming referrals, scheduling appointments and home visits.
- To allocate the domiciliary workload for the Phlebotomists on a daily basis, taking into account their working hours and patterns, clinical requirements, referral urgency, and geographical location of the patients homes.
- To deal with any changes required to the workload allocation in the event of short-notice staff absence such as sickness, with the support of Team Manager.
- To operate a tracking system for Phlebotomists on home visits, in line with procedures.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries and making judgements as necessary.
- To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work.
- To maintain staff and patient information so that it is readily available and secure
- To order stock as required for the service, maintaining stock levels.
- To maintain administrative systems and procedures.
- To maintain administrative systems and procedures.
- To have excellent keyboard skills and be proficient in the use of Microsoft Office Packages and SystmOne (patient electronic database).
- To make arrangements for meetings and clinics, booking rooms, taking minutes and generating agendas.
- To undertake general office procedures including photocopying, printing, and the distribution of mail as required.
- To ensure any changes within the service are understood and complied with appropriately and are communicated to the relevant parties.
Person Specification
Experience
Essential
- Dealing with confidential information, which could be from a voluntary or caring role, work experience, or previous employment.
Desirable
- Knowledge of SystmOne
- Admin/customer service experience
- Responsibility for workload allocation
Knowledge and skills
Essential
- Good organisational skills, able to manage own workload to tight deadlines.
- Understanding of confidential and sensitive issues.
- Working knowledge of Microsoft Office
- Good communication skills including over the phone and in person.
Desirable
- Knowledge of Health, Safety and Security
Qualifications
Essential
- Educated to GCSE standard or equivalent
Desirable
- NVQ/QCF in Administration
- ECDL or equivalent
Special Requirements
Essential
- Work effectively as part of a team.
- Work flexibly to meet the needs of the service.
- Adaptable to change
- The ability to travel between locations.
Desirable
Person Specification
Experience
Essential
- Dealing with confidential information, which could be from a voluntary or caring role, work experience, or previous employment.
Desirable
- Knowledge of SystmOne
- Admin/customer service experience
- Responsibility for workload allocation
Knowledge and skills
Essential
- Good organisational skills, able to manage own workload to tight deadlines.
- Understanding of confidential and sensitive issues.
- Working knowledge of Microsoft Office
- Good communication skills including over the phone and in person.
Desirable
- Knowledge of Health, Safety and Security
Qualifications
Essential
- Educated to GCSE standard or equivalent
Desirable
- NVQ/QCF in Administration
- ECDL or equivalent
Special Requirements
Essential
- Work effectively as part of a team.
- Work flexibly to meet the needs of the service.
- Adaptable to change
- The ability to travel between locations.
Desirable
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.