Administration Assistant

Southern Health NHS Foundation Trust

This job is now closed

Job summary

To establish and manage Diabetes Clinics including Education sessions within the West Hampshire Community Diabetes Service using online platforms/face-to-face clinics.

To receive referrals and book appointments for patients attending clinics using electronic systems.

To answer enquiries from patients and stakeholders in relation to the administration of West Hampshire Community Diabetes Service.

Provide admin and clinic support for the Diabetes clinical teams.

Diary and mailbox management

Supporting Organisation of Events for the Service.

Create Survey Monkeys, analyse data, update records with accurate data to support effective management information and meet recording standards.

Update records with accurate data to support effective management information and meet recording standards.

Ensure all diagnostic information required for patients' appointments is available to clinicians.

To provide audio, and general typing support to West Hampshire Community Diabetes Service

Undertake general admin support.

Always provide a good customer service experience for all patients.

Support organising MDT meetings (remote or face-to-face).

Minute taking.

Support with Audits and collate patient feedback.

Ability to cross cover.

Main duties of the job

In conjunction with the Clinic Coordinator, Education Coordinator Lead and the Administration Manager establish the annual timetable of group education sessions across the Service, ensuring that accommodation is booked to the courses and that clinicians are available and booked to participate.

Ensure invoices relating to group education are processed and passed for payment in a timely manner.

Register patients and referrals and book appointments to clinics and education sessions, including rescheduling and/or cancelling of patient appointments as necessary.

Ensure accurate and timely inputting of patient information onto CAMIS and other systems regarding referrals and appointments, including tracking of referral letters.

Work collaboratively with clinicians to ensure efficient daily triage of referrals and logging of outcomes.

Use various manual/electronic information systems as required to maintain other accurate and up to date information.

Respond to telephone/written/electronic/personal enquires from patients and stakeholders, maintaining own knowledge of service is sufficient to answer or re-direct these enquiries effectively.

Use NHS systems to ensure diagnostic information is available and accurate for clinical use.

Place stationery and other orders on SHFT electronic systems, subject to Administration Manager approval.

To assist with day to day supervision of the Administrative Office, in the absence of the Administration Manager.

About us

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.

We are currently working closely with other NHS Trusts to combine all our collective community, mental health, and learning disability services, with the plan to create a new larger, more integrated and accessible organisation.

The transformation will happen in stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning across in May 2024. The final combination of Southern Health and Solent NHS Trust services is expected in late 2024, when our new organisation, to be known as Hampshire and Isle of Wight Healthcare NHS Foundation Trust, will be formed.

Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.

Date posted

26 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time

Reference number

348-SW-5316

Job locations

Tatchbury Mount

Calmore

Southampton

Hampshire

SO40 2RZ

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

Evidence of literacy and numeracy, e.g. GCSE pass in English/Maths

Desirable

ECDL/CLAIT computer skills qualification or equivalent

Experience

Essential

Sound knowledge of Microsoft OfficeAbility to work independentlyExcellent communication skillsGood organisational skillsGood and accurate IT keyboard skillsConfident telephone mannerBe a team player in a multi-disciplinary teamAble to secure the co-operation of colleagues at all levelsAbility to organise and prioritise work.Ability to maintain confidentialityFlexible attitude

Desirable

Knowledge of NHS patient booking and data systems.Previous customer service related experience.Audio typing

Person Specification

Qualifications

Essential

Evidence of literacy and numeracy, e.g. GCSE pass in English/Maths

Desirable

ECDL/CLAIT computer skills qualification or equivalent

Experience

Essential

Sound knowledge of Microsoft OfficeAbility to work independentlyExcellent communication skillsGood organisational skillsGood and accurate IT keyboard skillsConfident telephone mannerBe a team player in a multi-disciplinary teamAble to secure the co-operation of colleagues at all levelsAbility to organise and prioritise work.Ability to maintain confidentialityFlexible attitude

Desirable

Knowledge of NHS patient booking and data systems.Previous customer service related experience.Audio typing

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.