Health & Wellbeing Hub Administrator

Job responsibilities

Meeting, greeting and providing a welcoming reception for all staff, patients and members of the general public visiting Ellen Badger Hospital.

To provide non-clinical advice and information regarding appointments, processes or procedures to patients, visitors, and other members of hospital staff.

Direct patients/clients to the appropriate area as determined by clinical/service appointments. Dealing with personal queries at the reception desk.

Authorised to use the hospital IT system, Lorenzo and Emis to view and retrieve patient information, on behalf of the specified staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments and clinics.

Responsible for processing all telephone calls to the hospital and dealing with both internal and Royal Mail postal systems. To arrange transport for patients, liaising with the ambulance service; to record and monitor any transport problems and negotiate solutions acceptable to patients, staff and the ambulance service.

Coordinate activity and maintain a booking system for Health & Wellbeing Hub spaces to maximise activity, ensuring the hub is fully utilised by Stour Health & Wellbeing Partnership, community groups and local charity organisations.

Maintain noticeboards and leaflets in the Health & Wellbeing Hub, ensure accessible and comprehensive information and resources are available in a range of formats, as well as effective promotion of activity.

Support the facilitation of regular pop up events linked to local Trust priorities and national events and initiatives.

Provide an efficient and effective administrative function to support and coordinate the activities of volunteers; ensuring roles and hours are captured on the Volunteer Management Software, Better Impact.

Support and coordinate the activities of volunteering within the Trust and ensure effective promotion of roles to attract and recruit volunteers.

Provide effective recruitment, induction and training for volunteers, ensuring volunteers are fully supported and confident in their roles and are working within the scope of the pre-identified activities.

Supervise and support volunteers daily, arrange and facilitate regular meetings with volunteers and maintain good communication.

Additional duties:

To be responsible for the timely collection of accurate data for official reporting and monitoring purposes.

Ensure all administrative and personnel procedures are in line with the good practice of The South Warwickshire University NHS Trust and data protection rules are adhered to.

There will be a requirement for flexibility to suit the needs of the service. Therefore, it is envisaged that the post holder will be required to work occasional evenings and weekends.

General administration duties to support the Manager and provide cover in the absence of the manager.

Source and purchase resources within financial restraints.

To carry out any other commensurate duties associated with this role and/or as requested by Volunteer & Community Wellbeing Services.

Knowledge skills and experience required:

• To have good interpersonal skills and be able to communicate with staff, patients, visitors and hospital users.
• The post-holder should embrace collaboration and uphold the organisations values and behaviour, both internally and externally.

Communications and Working Relationships:

• Relationship with other SWFT Trust sites
• All levels of staff, volunteers, patients and visitors
• Volunteer & Community Wellbeing Services Team
• Stour Health & Wellbeing Partnership
• Voluntary and community sector organisations
• Regional / national colleagues

Qualifications

Essential

• NVQ 3, or equivalent, in Business Administration or relevant experience
• Good level of general education including GCSE English & Maths or equivalent

Desirable

• Knowledge of hospital IT systems, Lorenzo / Emis

Experience

Essential

• Experience of Microsoft packages inc. Word, Outlook, Excel, data bases and other electronic systems
• Experience of maintaining accurate records and general administration.
• Ability to analyse data
• Ability to work as part of a team
• Good knowledge of equality and diversity issues
• Effective presentation skills
• Accuracy and attention to details
• Team Administration experience

Desirable

• Knowledge of the volunteering sector

Skills

Essential

• Excellent interpersonal, written verbal communication skills
• Ability to work unsupervised and manage own workload and meet short deadlines.
• Ability to work calmly and confidently under pressure and manage frequent interruptions
• To be proactive and use own judgement and initiative to make safe decisions within boundaries of role
• Demonstrate the importance of maintaining confidentiality.
• Excellent interpersonal skills and be able to communicate effectively, verbally, typed and in writing.
• Must be able to work as part of a team and contribute to positive and effective relationship building
• Must be caring, compassionate, effective, and trustworthy, and work by the Trust values.
• Understand when to escalate issues as required to a senior staff member.
• Recording and maintenance of information systems
• Excellent Problem-Solving skills

Desirable

• Ability to communicate with staff at all levels

Personal Qualities

Essential

• Highly Organised with attention to detail
• No discrimination attitudes or behaviours
• Work as committed team member
• Flexible and pragmatic approach to complex problems and difficult situations
• Driven by reaching high quality standards
• Ability to develop strong working relationships and to motivate staff and others

Other

Essential

• Must be able to meet the travel requirements of the role
• Willingness to support others during periods of particular pressures

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).