Administrator

Job description

Job responsibilities

Administrative

1. To be responsible for the day to day management of the office and the development, implementation and maintenance of high quality office practices and procedures to ensure that all non-clinical requirements of the team are met.

2. To administer and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust information system (including clinical and operational) ensuring that all information is readily available for presentation and for statistical returns.

3. To ensure that each new referral is recorded and that referrers and patients are kept informed of waiting list times and that staff are informed if waiting list times are becoming longer than the criteria set.

4. To set up for each patient a folder on the shared drive with templates for the necessary forms, letters and procedures.

5. To set up the ipad for administration of outcome measures for each patient as they sit in the waiting area

6. To develop and maintain the departments information resource library ensuring that literature and information is up to date and circulated to staff as appropriate.

7. To carry out a range of administrative tasks including the dissemination of information throughout the clinical team.

8. To oversee the efficient use of rooms for clinical purposes.

9. To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times.

10. To liaise with internal and external suppliers and place orders for non clinical equipment.

11. To keep a record of staff annual leave, sickness, study leave and any other authorised or unauthorised absence from CNWL.

12. To support and where appropriate take the lead on projects relevant to the department, for example organising Conferences and Training Events.

13. To prioritise own workload according to service needs and to manage conflicting priorities.

14. To have an understanding of health and safety regulation and assist in maintaining a safe environment for visitors to the service in accordance with fire, health and safety procedures.

Patient Administration

1. To supervise the quality of data entered on to the patient information system ensuring that they are in line with agreed procedures.

2. To oversee the administration and co-ordination of team based clinics and services, especially the timely and efficient allocation of referrals..

3. To generate standard letters to doctors, GPs and patients concerning attendance or otherwise at appointments.

4. To record the patient details of referrals made by telephone referrers.

5. To arrange for interpreters to be present during clinical sessions.

Site Administration

1. To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the Team in accordance with fire, health and safety procedures. To assist the designated manager in carrying out quarterly health and safety audits liasing with the Estates and Facilities department as and when necessary.

2. To be responsible for implementing systems for managing and monitoring day to day maintenance of the building (including repairs and cleaning and gardening).

3. To monitor the cleaning contract for the site and attend relevant meetings as appropriate

Secretarial

1. To provide a comprehensive secretarial support service to the Head of service and other members of the department.

2. To provide a receptionist service, ensuring that telephone calls, correspondence and direct contacts with clients and other internal or external agencies are dealt with in a sensitive, compassionate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.

3. To be aware of the highly confidential nature of the service and the particular need to safeguard the confidentiality of the patients seen in the department.

4. To manage diaries, arrange, organise and co-ordinate meetings and training events for the team as and when required.

5. To act as secretary at meetings, producing agendas, taking and distributing minutes as appropriate.

6. To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.

7. To ensure that a central diary is maintained for all staff.

8. To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.

Management of resources

1. To maintain the efficient running of the office at all times and to liaise with the Head of Service if they are out of the office as and when required.

2. To evaluate and review service provision through the use of audits and surveys.

3. To take responsibility for arranging cover in the event of absences and annual leave for the bleep and referral list duties

4. To prepare manpower returns/staff activity and quality monitoring reports in conjunction with the team leader.

5. In conjunction with the designated manager, to administer the stationery budget for the team.

6. To be responsible for the maintenance of office equipment within the service.

7. To deal with invoices and ensure appropriate cross charging of funds where appropriate.

8. To develop relationships with internal and external agencies.

Communication

1. Patients, carers and relatives Non-clinical advice and information To provide a friendly, sensitive and welcoming atmosphere to the patient group, most of whom have HIV/AIDS, Cancer or other terminal illnesses. To manage emotionally distressed patients and seek assistance from qualified staff if patients or relatives behave in an angry, aggressive or inappropriate manner.

2. Visitors/Public Non clinical advice and information

3. Medical and Nursing staff receive and provide information relating to patients

4. General Practitioners receive and provide information relating to patients and the service

5. Outside agencies social services, voluntary organisations receive and provide information relating to patients and the service

Training

1. To participate in local induction of new employees to the team.

2. To participate in the Trusts supervision and appraisal programme.

3. To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development

Person Specification

Qualifications

Essential

• Good command of written and spoken English. English at GCSE or other equivalent qualification
• Educated to A level standard or equivalent qualification
• RSA III or equivalent Secretarial qualification

Desirable

• oEducated to University Degree level
• oRecognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access.

Experience

Essential

• Significant experience as a Secretarial/Administrative experience in a senior role.

Desirable

• Administrative experience in a senior role
• Experience of working within the NHS

Skills

Essential

• A comprehensive working knowledge of the use of Miscrosoft Office software - Word, Excel, Powerpoint and Access.
• Must be numerate and able to provide statistical data clearly and accurately.
• Must have good organisational skills and ability to work on own initiative.

Desirable

• Audio Typing
• Speedwriting/Shorthand

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).

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

St Mary's Hospital

Praed St

London

SW1P 4AY

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)