Nottingham CityCare Partnership CIC

Administrator

Information:

This job is now closed

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.

Details

Date posted

17 July 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year pro rata for part-time

Contract

Permanent

Working pattern

Part-time

Reference number

B9826-PACB-6084

Job locations

The Mary Potter Centre

76 Gregory Boulevard, Radford

Nottingham

NG7 5HY


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

  • Full driving licence
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

  • Full driving licence

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

Nottingham CityCare Partnership CIC

Address

The Mary Potter Centre

76 Gregory Boulevard, Radford

Nottingham

NG7 5HY


Employer's website

https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)


Employer details

Employer name

Nottingham CityCare Partnership CIC

Address

The Mary Potter Centre

76 Gregory Boulevard, Radford

Nottingham

NG7 5HY


Employer's website

https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)


Employer contact details

For questions about the job, contact:

Clinical Services Team Manager

Elizabeth Walsh

elizabeth.walsh3@nhs.net

07789270523

Details

Date posted

17 July 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year pro rata for part-time

Contract

Permanent

Working pattern

Part-time

Reference number

B9826-PACB-6084

Job locations

The Mary Potter Centre

76 Gregory Boulevard, Radford

Nottingham

NG7 5HY


Supporting documents

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