Administrator

Job description

Job responsibilities

Communication and Working Relationships

To liaise with referring agents, medical and nursing staff, multi-disciplinary team members, relatives/carers and relevant others to ensure effective continuity of care, establishing a high level professional relationship engendering confidence in the SLT service.

To share information with appropriate others, observing information governance principles and guidelines.

To promote efficiency within the adult SLT service by communicating appropriately with team members coordinating timetables, appointments and meetings.

To demonstrate skills in communicating with those with speech and/or language difficulties.

To participate in team meetings on a regular basis.

To inform line manager and other relevant managers of complaints by service users and others according to the Trusts complaints procedures and to inform line manager and other relevant managers of adverse incidents and to adhere to the relevant incident reporting structure.

To answer and deal sensitively with telephone/face to face enquiries in an appropriate and polite manner from the general public, patients (some of whom may have poor communication/speech ability), outside agencies and other professional staff, taking appropriate action on own initiative.

Key Responsibilities

To be responsible for clerical administration related to referrals to the service and ongoing caseload according to Departmental and Trust policies, conforming to the regulations concerning information governance, data protection and health and safety.

To monitor stock of equipment and resources and to make requests for new items when necessary in consultation with line managers.

To follow relevant departmental guidelines in communicating concerns to SLTs and in incident reporting.

To develop skills in identifying individual training and development needs through supervision and appraisal, and to attend mandatory training as required.

To inform line manager and other relevant managers of complaints by service users and others according to the Trusts complaints procedures and to inform line manager and other relevant managers of adverse incidents and to adhere to the relevant incident reporting structure.

To deal with routine matters on own initiative as appropriate and prioritise work as necessary.

To contribute to the design and development of administrative systems/processes within the Department.

To provide secretarial support for Speech & Language Therapy Manager as required.

Main Tasks

To process referrals and put on SystmOne (electronic record system) and discharge referrals as appropriate from SystmOne.

To carry out any administrative duties as tasked by a SLT on SystmOne such as telephoning GPs, requesting further information or reports, referring on to other professionals, printing off reports or letters and distributing.

To carry out quarterly health and safety checks.

To prepare weekly data reports as directed by qualified staff.

To monitor equipment and resources needed within clinical area including the charging of electrical equipment such as iPads and to suggest requests for new items when necessary through line managers. To adhere with Trust Policy and department procedure regarding infection control, keeping equipment clean as required.

To assist Speech and Language Therapy meeting management through planning, documenting of minutes and circulation as directed by a Speech and Language Therapist/Clinical Service Manager.

To assist in organising and to participate in the induction of new team members.

To participate in monitoring of clinical outcomes and effectiveness and to implement audit activity in line with service and professional clinical governance requirements in liaison with the SLT manager and/or line manager, SLT team and MDTs.

To provide appropriate and timely client related correspondence according to Trust, professional and service requirements including the requirements of other relevant and involved agencies.

To carry out assigned tasks to support qualified SLT staff and SLT clinical support workers and to assist as required such as providing accurate and timely information regarding caseload pressures, collating outcome measures, operating databases and other clinical administrative tasks.

To be responsible for clinical administration and record keeping related to the caseload according to Departmental and Trust policies relating to the format and security of patient records.

To maintain clinical/non-clinical filing system as required by the Department.

To maintain confidentiality at all times.

To work effectively as a member of the speech & language therapy services team, promoting positive relations, good communication, and attention to quality of service

To attend Admin/Speech & Language Therapy Staff meetings as appropriate.

Finance

To order and maintain appropriate stocks of stationery for the Adult Speech & Language Therapy Service, using the approved Trust supplier and to liaise with the stationery company over deliveries, discrepancies and substitutions. To order clinical equipment and resources as required.

Person Specification

Qualifications

Essential

• Either a NVQ (or equivalent) in a relevant subject or good standard of Secondary Education (2)

Experience

Essential

• Experience of secretarial or administrative work/activity (2)

Skills and Knowledge

Essential

• Ability to communicate clearly and concisely both verbally and in writing, including observation, empathy, listening skills and the ability to follow instructions from senior staff (2)
• Knowledge and experience of using Microsoft packages (2)

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

Sussex Community NHS Foundation Trust

Address

Arundel Building, Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)