Surrey and Borders Partnership NHS Foundation Trust

Administrator

This job is now closed

Job summary

The post holder will work within the fast-paced Children and Family Health One Stop referral centre (no face to face patient contact) as part of a skill-mixed team.

Administrators will be the first point of contact for parents, professionals, and referrers; dealing with telephone and email queries. The post holder will have strong communication skills, with a clear, confident, and empathetic telephone manner.

Providing support to the clinical team, as well as the Child Health Administrators (Band 3), Administrators will work within One Stop's procedures to accurately process a high number of referrals to ensure that referrals reach the right place at the right time. Other regular tasks include gathering and verifying information, checking personal details, and managing inbound post for the service.

Main duties of the job

The post holder will work within the fast-paced Children and Family Health One Stop referral centre (no face to face patient contact) as part of a skill-mixed team.

About us

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.

We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.

Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.

For international travel, both Gatwick and Heathrow airports are nearby.

Please note that we reserve the right to close posts as soon as sufficient applications are received.

Eligibility to high cost area supplement is conditional upon candidates residence and will be discussed on offer.

We look forward to receiving your application!

Date posted

26 March 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,008 to £25,553 a year pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

325-6151534-CYPS

Job locations

Dominion House

Woodbridge Road

Guildford

GU1 4PU

Job description

Job responsibilities

Fulfilling the key administrative processes for referrals received by the One Stop. Including ensuring that all relevant data is entered and correct to agreed quality standards.
To receive, prepare, scan and upload postal referrals into the referral system.
To print and prepare outbound letters and paperwork.
Answering telephone calls to the service.
Providing call back support, administrative advice and information gathering.
To relay accurate messages via telephone calls when necessary.
To sensitively exchange verbal and written information with clients and staff.
Presenting as professional and courteous to all service users, relatives, referrers and staff (both internal and external to Children and Family Health Surrey).
To be responsible for maintaining confidentiality and security of client data in accordance with trust policy.
Using computer and IT packages in compliance with NHS policies and legislation, include EPRs (Electronic Patient Records).
Helping with other One Stop tasks to support your Line Manager.
Have awareness of appropriate care pathways and demographic eligibility to guide referrals, referrers and families.
Using the computer system to ensure accurate documentation in accordance with policy, guidelines and best practice.
Ensure detailed and appropriate records are maintained in accordance with the single point of access Standard Operating Procedures and Data Quality rules.
To escalate matters as required, including safeguarding.
Contribute to the mentoring of new employees, agency and bank staff as required.
Communicate effective with parents, referrers and the team members.

Job description

Job responsibilities

Fulfilling the key administrative processes for referrals received by the One Stop. Including ensuring that all relevant data is entered and correct to agreed quality standards.
To receive, prepare, scan and upload postal referrals into the referral system.
To print and prepare outbound letters and paperwork.
Answering telephone calls to the service.
Providing call back support, administrative advice and information gathering.
To relay accurate messages via telephone calls when necessary.
To sensitively exchange verbal and written information with clients and staff.
Presenting as professional and courteous to all service users, relatives, referrers and staff (both internal and external to Children and Family Health Surrey).
To be responsible for maintaining confidentiality and security of client data in accordance with trust policy.
Using computer and IT packages in compliance with NHS policies and legislation, include EPRs (Electronic Patient Records).
Helping with other One Stop tasks to support your Line Manager.
Have awareness of appropriate care pathways and demographic eligibility to guide referrals, referrers and families.
Using the computer system to ensure accurate documentation in accordance with policy, guidelines and best practice.
Ensure detailed and appropriate records are maintained in accordance with the single point of access Standard Operating Procedures and Data Quality rules.
To escalate matters as required, including safeguarding.
Contribute to the mentoring of new employees, agency and bank staff as required.
Communicate effective with parents, referrers and the team members.

Person Specification

Experience

Essential

1 year experience working in an office environment
1 year experience in using Microsoft Office

Desirable

Previous use of Electronic Patient Record systems (eg. RiO, EMIS, CarePlus, Systm1) is desirable.

Qualifications

Essential

GCSE Grade C or above in English; or Function Skills at Level 2 or equivalent qualification.

Desirable

NVQ Level 2 in Business Administration

Person Specification

Experience

Essential

1 year experience working in an office environment
1 year experience in using Microsoft Office

Desirable

Previous use of Electronic Patient Record systems (eg. RiO, EMIS, CarePlus, Systm1) is desirable.

Qualifications

Essential

GCSE Grade C or above in English; or Function Skills at Level 2 or equivalent qualification.

Desirable

NVQ Level 2 in Business Administration

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.