Job summary
An exciting opportunity has arisen for a Band 3, Clinical Administrator on a secondment or fixed term basis to join the Memory Assessment and Therapy Service based in Bury St Edmunds.
The Memory Assessment Service West is nurse-led with a strong emphasis on multi-disciplinary team working to ensure that users of the service receive high quality, compassionate care throughout their memory assessment process. The team is comprised of a Psychiatric Consultant, Clinical Psychologist, Clinical Associate Psychologist, Occupational Therapists, Non-medical prescribers, nurses and clinical support workers, and excellent admin support.
The service is proud of being dynamic, responsive and proactive to the changing needs of the local population and its service users. The team is embracing the opportunity to be part of a Suffolk-wide Memory Assessment Service offer wherein services in both East and West Suffolk are aligned and accredited to the same standard of quality of care. This is a fantastic time to be part of the development of this ambitious new plan.
Main duties of the job
The post holder will work closely with the Senior Clinical Administrator to ensure admin provision is effective in supporting the service needs.
You must possess excellent time management skills, a positive and flexible approach and be able to remain calm and responsive under pressure. You will need to be able to demonstrate your communication, prioritisation and administration skills as well as your knowledge of IT systems.
The post holder will be required to input and update the patient record system (SystmOne) which will include accepting referrals and discharging patients as directed by the clinical team. Will be completing general administration tasks such as answering telephone calls, booking appointments, scanning, ordering of leaflet/stationary and sending letters.
Excellent knowledge and experience of using Microsoft Office including Word, PowerPoint, Excel and Outlook to create and maintaining service documents.
Knowledge and experience of using SystmOne is beneficial.
If you are motivated, compassionate, a good team player and keen to make a difference to the lives of people experiencing memory problems then we want to hear from you.
About us
Here at NSFT we pride ourselves on being a welcoming, talented, friendly and supportive team who like nothing better than sharing experiences and learning from each other. In addition to ongoing training and development opportunities, we are committed to providing an environment in which you can thrive.
Why work for us? We have challenges as a Trust, but we have ambitious aspirations, are pushing ahead with exciting transformation work and we need dedicated individuals to support us on our journey. We have strong, established professional networks coupled with an exceptional leadership team who will ensure you are truly cared for and cared about.
Why Norfolk and Suffolk? The people here are warm and welcoming, you'll never be far from the beautiful coastline or Broads National Park. We're an hour and a half away from London and have an international airport in Norwich too. Our villages, towns and cities are packed full of history, independent cafes, shops and theatres. We have excellent shopping, eating out, top ranking schooling and affordable house prices too.
Job description
Job responsibilities
Provide accurate, prompt and efficient secretarial/administrative support to the clinical multi-disciplinary team which may include spreadsheets and reports.
Use electronic systems to input and access information as required by the clinical multi-disciplinary team. SystmOne experience is essential.
Deal with and process all types of patient referrals liaising directly with General Practitioners, clinical staff including medical staff from other areas.
Liaise with clinical team members in relation to urgent referrals or other emergencies.
Provide non-clinical information to patients and families, where necessary, including cancellation of appointments.
Take and process minutes for teams (across the Locality).
Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.
Deal with correspondence and communication liaising, prioritising and co-ordinating with the clinical team.
Deal with telephone calls and general enquiries and maintain an efficient message system co-ordinating with team members.
Liaise in a professional manner with each member of the team, providing relevant information.
Maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.
Maintain own professional development portfolio and participate in appropriate training programmes and ensuring annual attendance for mandatory training.
Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.
Ensure confidential information is retained and stored in line with Trust policy in an efficient and effective manner.
Use set procedures to undertake administrative and secretarial functions around legislative procedures i.e. Mental Health Act, Mental Capacity Act.
Attend and contribute to internal/external meetings relevant to the post as delegated by the line manager.
Provide cover for other administrative staff during holidays and sickness, across the Locality.
Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.
Liaise with IT departments as delegated by line manager regarding problems / faults with electronic equipment etc.
Be responsive, adaptable and flexible to working across the locality bases.
Undertake other appropriate duties as directed, being adaptable and flexible to service needs and changes across the locality.
Job description
Job responsibilities
Provide accurate, prompt and efficient secretarial/administrative support to the clinical multi-disciplinary team which may include spreadsheets and reports.
Use electronic systems to input and access information as required by the clinical multi-disciplinary team. SystmOne experience is essential.
Deal with and process all types of patient referrals liaising directly with General Practitioners, clinical staff including medical staff from other areas.
Liaise with clinical team members in relation to urgent referrals or other emergencies.
Provide non-clinical information to patients and families, where necessary, including cancellation of appointments.
Take and process minutes for teams (across the Locality).
Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.
Deal with correspondence and communication liaising, prioritising and co-ordinating with the clinical team.
Deal with telephone calls and general enquiries and maintain an efficient message system co-ordinating with team members.
Liaise in a professional manner with each member of the team, providing relevant information.
Maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.
Maintain own professional development portfolio and participate in appropriate training programmes and ensuring annual attendance for mandatory training.
Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.
Ensure confidential information is retained and stored in line with Trust policy in an efficient and effective manner.
Use set procedures to undertake administrative and secretarial functions around legislative procedures i.e. Mental Health Act, Mental Capacity Act.
Attend and contribute to internal/external meetings relevant to the post as delegated by the line manager.
Provide cover for other administrative staff during holidays and sickness, across the Locality.
Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.
Liaise with IT departments as delegated by line manager regarding problems / faults with electronic equipment etc.
Be responsive, adaptable and flexible to working across the locality bases.
Undertake other appropriate duties as directed, being adaptable and flexible to service needs and changes across the locality.
Person Specification
Qualifications
Essential
- Pitman/RSA III Typing / Word Processing or equivalent secretarial experience at intermediate level.
- NVQ 3 Business Administration or equivalent or working towards.
Desirable
- Knowledge of Trust electronic records systems
Experience
Essential
- Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level.
- Working on own initiative with minimal supervision
Knowledge
Essential
- Working knowledge of Microsoft packages or equivalent.
Desirable
- Knowledge of NHS policy / procedures.
Person Specification
Qualifications
Essential
- Pitman/RSA III Typing / Word Processing or equivalent secretarial experience at intermediate level.
- NVQ 3 Business Administration or equivalent or working towards.
Desirable
- Knowledge of Trust electronic records systems
Experience
Essential
- Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level.
- Working on own initiative with minimal supervision
Knowledge
Essential
- Working knowledge of Microsoft packages or equivalent.
Desirable
- Knowledge of NHS policy / procedures.
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.
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).
Additional information
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.
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).
