Administrative Assistant (Continence Team)

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

This job is now closed

Job summary

An exciting opportunity has become available to appoint a Clerical Officer for the Continence Service within the Community Division. This is a permanent part time post (13.5 hours) to be worked across Monday to Friday (but one of the working days must be a Friday).

We are looking for an experienced clerical officer for the day-to-day provision of comprehensive administrative support to the Continence Service.

The team consists of registered nurses, assistant practitioners/nursing associate and administrative colleagues that deliver services for both children and adults with a range of continence healthcare needs. Advice and support is provided by the team in a variety of settings including health centres, schools, and patient's homes. Administrative staff are based at Hindley Health Centre.

Main duties of the job

We are looking for a Clerical Officer, with relevant administrative and IT skills and experience to support the continence team and ensure that the service is responsive, efficient, and well-co-ordinated. The role includes providing day to day administrative support for the team and ensuring that referrals are screened and actioned appropriately.

The Clerical Officer should be flexible, dynamic, well organised and be able to represent the service within the division. It is essential that the Clinical Officer has excellent communication skills, both verbally and written, in order that they can communicate with their colleagues, relevant professionals, patients and their families sensitively and effectively in a variety of ways to support the smooth delivery of service.

The Clerical Officer is often the first point of contact for enquiries regarding the service and will deal with general enquiries from patients, carers, and other health professionals.

About us

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

Date posted

12 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pa pro rata

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

302-24-6187881CM

Job locations

Hindley Health Centre

Liverpool Road

Hindley

WN2 3HQ

Job description

Job responsibilities

Duties and Responsibilities

Duties and Responsibilities associated with the Continence Service

Clinical recording

To organise, provide, and be responsible for administrative support to health professionals within the department.
To oversee the administration of the clerical work of the department, e.g., the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead.
To ensure that referrals are screened, and priorities highlighted to team lead
To provide support as the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers, and other health professionals.
Provide written and verbal information to patients regarding delivery dates of continence products and guidance on products to be received and process for acceptance and querying of deliveries.

To undertake office duties, including the processing of incoming referrals as per organisational policy, recording and processing these using the computer system.
To assist in information collection for patients as requested by registered staff.
To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
To operate computerised system as part of supporting patient management
To type detailed patient reports, letters, safeguarding reports, memos, and minutes and to design and format tables, forms and certificates as requested.
To ensure all correspondence for the service is typed, allocated to clinicians, or filed as required.
To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list
To implement new systems in line with developments of the service and national initiatives.

Record keeping

To monitor waiting lists and reviews, managing as per departmental policy
To compile patient treatment records in line with local policies and to discharge referrals on the computer system and manage the appropriate administration processes.
To retrieve case notes, either written or computerised for clinics
To scan records as required.
To photocopy materials and correspondence as required.
To be independently responsible for record storing and archiving

Appointment management

To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non-attendance as per organisational policy
To document direct and indirect contact with service users / parents in records
To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received.

Stock management

To keep records of stock ordered.
To maintain an inventory of all office, reordering via team lead when required
To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required

Data management

To monitor and input data as required by team leader
To collect and submit data for the trust within timescales
To accurately record, maintain and amend patient information data observing strict confidentiality.
Data to be collated from systems to aid professionals in the continuity of patient care

Staff development

To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff if appropriate

Communication

To work as a member of the team, communicating relevant information to appropriate team members.
To be able to communicate sensitively and effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
To communicate and liaise with internal WWL departments and external agencies, making phone calls as requested by staff to parents and other professionals
To be Deputy Fire Marshall for the service
To bring to the attention of the head of service any problems or defects associated with the effective running of the service
Liaise with other departments and outside agencies to facilitate an effective and efficient home delivery service, e.g., other Trusts, General Practitioners, Care Homes, Care Agencies adapting deliveries to meet individual service users needs.
To liaise with immediate team members, other departments, and outside agencies to provide an efficient and effective service.

Responsibility for Human Resources

To manage the office, including management responsibility for band 2 clerical officers if appropriate.

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Work Circumstances & on-call

The hours of work will usually be between 8.30am and 5pm across Monday to Friday.

Job description

Job responsibilities

Duties and Responsibilities

Duties and Responsibilities associated with the Continence Service

Clinical recording

To organise, provide, and be responsible for administrative support to health professionals within the department.
To oversee the administration of the clerical work of the department, e.g., the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead.
To ensure that referrals are screened, and priorities highlighted to team lead
To provide support as the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers, and other health professionals.
Provide written and verbal information to patients regarding delivery dates of continence products and guidance on products to be received and process for acceptance and querying of deliveries.

To undertake office duties, including the processing of incoming referrals as per organisational policy, recording and processing these using the computer system.
To assist in information collection for patients as requested by registered staff.
To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
To operate computerised system as part of supporting patient management
To type detailed patient reports, letters, safeguarding reports, memos, and minutes and to design and format tables, forms and certificates as requested.
To ensure all correspondence for the service is typed, allocated to clinicians, or filed as required.
To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list
To implement new systems in line with developments of the service and national initiatives.

Record keeping

To monitor waiting lists and reviews, managing as per departmental policy
To compile patient treatment records in line with local policies and to discharge referrals on the computer system and manage the appropriate administration processes.
To retrieve case notes, either written or computerised for clinics
To scan records as required.
To photocopy materials and correspondence as required.
To be independently responsible for record storing and archiving

Appointment management

To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non-attendance as per organisational policy
To document direct and indirect contact with service users / parents in records
To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received.

Stock management

To keep records of stock ordered.
To maintain an inventory of all office, reordering via team lead when required
To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required

Data management

To monitor and input data as required by team leader
To collect and submit data for the trust within timescales
To accurately record, maintain and amend patient information data observing strict confidentiality.
Data to be collated from systems to aid professionals in the continuity of patient care

Staff development

To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff if appropriate

Communication

To work as a member of the team, communicating relevant information to appropriate team members.
To be able to communicate sensitively and effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
To communicate and liaise with internal WWL departments and external agencies, making phone calls as requested by staff to parents and other professionals
To be Deputy Fire Marshall for the service
To bring to the attention of the head of service any problems or defects associated with the effective running of the service
Liaise with other departments and outside agencies to facilitate an effective and efficient home delivery service, e.g., other Trusts, General Practitioners, Care Homes, Care Agencies adapting deliveries to meet individual service users needs.
To liaise with immediate team members, other departments, and outside agencies to provide an efficient and effective service.

Responsibility for Human Resources

To manage the office, including management responsibility for band 2 clerical officers if appropriate.

Responsibility for Health & Safety

Work Circumstances & on-call

The hours of work will usually be between 8.30am and 5pm across Monday to Friday.

Person Specification

Qualifications

Essential

Literacy and numeracy skills
RSA Level III in typing or equivalent or extensive relevant experience

Desirable

NVQ 3 in Business Administration or Customer Care

Experience

Essential

Good knowledge of Microsoft word and other Microsoft packages including external databases and software systems
Experience of working as part of a team
Experience in dealing with the public

Desirable

Experience of NHS computer systems including System One

Skills

Essential

Good numerical skills for compilation of statistics
Excellent telephone manner and interpersonal skills
Demonstrate the ability to work effectively without supervision.

Knowledge

Essential

Good knowledge of Microsoft word and other Microsoft packages including external databases and software systems

Desirable

Experience of NHS computer systems including System One

Additional

Essential

Demonstrate an understanding of the importance of confidentiality in dealing with patient's details and work in a confidential manner.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Person Specification

Qualifications

Essential

Literacy and numeracy skills
RSA Level III in typing or equivalent or extensive relevant experience

Desirable

NVQ 3 in Business Administration or Customer Care

Experience

Essential

Good knowledge of Microsoft word and other Microsoft packages including external databases and software systems
Experience of working as part of a team
Experience in dealing with the public

Desirable

Experience of NHS computer systems including System One

Skills

Essential

Good numerical skills for compilation of statistics
Excellent telephone manner and interpersonal skills
Demonstrate the ability to work effectively without supervision.

Knowledge

Essential

Good knowledge of Microsoft word and other Microsoft packages including external databases and software systems

Desirable

Experience of NHS computer systems including System One

Additional

Essential

Demonstrate an understanding of the importance of confidentiality in dealing with patient's details and work in a confidential manner.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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.