Job summary
We are pleased to offer an exciting opportunity to join the new Mid and South Essex, Older Adult Admission Avoidance & Home Treatment Team. As part of the transformation agenda a new service is being formed to provide support to Older Adults, with Frailty and Functional Mental Health needs.
The role is to provide SystmOne support (such as scanning, completing letters, discharge, booking appointments and arranging recalls) and to provide general administrative support to the team.
Main duties of the job
- The Post Holder will be required to work to cover core office hours, where required.
- You be required to handle incoming and outgoing telephone calls to the multi-disciplinary clinical staff and managers in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers. Maintain strict confidentiality at all times.
- Record accurate messages and follow them up appropriately in accordance to department guidelines.
- On occasion to deal with queries raised by patients, relatives, GP's or other healthcare professionals both internally and externally to the trust. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments where there are barriers to understanding due to the nature of the client group.
- Liaise with other Trust Departments, such as Estates and Facilities or IT, regarding maintenance and domestic issues relating to the service.
- Be responsible for ensuring all correspondence is accurately and appropriately presented using Trust and departmental procedures.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
- To update as necessary and attend mandatory training and maintain records as per Trust policy.
- Responsible for ensuring all correspondence is accurately and appropriately presented using trust and departmental procedures and medical terminology used by the clinical staff.
- To be skilled and experienced in the full range of administration practices, software programmes and specialised functional terms.
- To be proficient with the knowledge of patient records management, including use of electronic patient record systems, supporting new users and instructing them as necessary. To use the knowledge and experience to meet the needs of the clinical teams by completing non routine tasks on a daily basis.
- Receiving, prioritising and organising appropriate action when dealing with clinical staff requirements.
- Prioritising and organising distribution of incoming and outgoing mail including emails and tasks operate a letter folding machine.
- Use own initiative to organise, prioritise and coordinate workload ensuring that deadlines are met.
- Ability to deal with short notice planning and last minute changes.
- To monitor and note the safe return of Lone Workers.
- To report and ensure equipment faults are dealt with by the relevant persons.
- To maintain diaries, both electronic and paper. To arrange appointments and meetings via electronic systems.
- Ability to deal with short notice planning and last minute changes.
- Responsible for informing service users/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
- Maintaining departmental stationery stock ensuring that the appropriate service is charged and all stock is sufficient for the needs of the service.
- Recording and storage of accurate data for required areas of the administration service.
- To work unsupervised on a daily basis prioritising own workload using initiative as to what is routine and what is urgent.
- To use agreed guidelines and procedures and developed knowledge /skills /qualifications when working autonomously and managing own work.
- To participate in yearly appraisals with supervisor/line manager.
- To manage deadlines with unpredictable work patterns
- Travelling between site across Trust Localities when and where needed and as directed by the Administration Hub Leads/Team Managers.
- Regular and continuous use of the PC and electronic equipment
Job description
Job responsibilities
- To update as necessary and attend mandatory training and maintain records as per Trust policy.
- Responsible for ensuring all correspondence is accurately and appropriately presented using trust and departmental procedures and medical terminology used by the clinical staff.
- To be skilled and experienced in the full range of administration practices, software programmes and specialised functional terms.
- To be proficient with the knowledge of patient records management, including use of electronic patient record systems, supporting new users and instructing them as necessary. To use the knowledge and experience to meet the needs of the clinical teams by completing non routine tasks on a daily basis.
- Receiving, prioritising and organising appropriate action when dealing with clinical staff requirements.
- Prioritising and organising distribution of incoming and outgoing mail including emails and tasks operate a letter folding machine.
- Use own initiative to organise, prioritise and coordinate workload ensuring that deadlines are met.
- Ability to deal with short notice planning and last minute changes.
- To monitor and note the safe return of Lone Workers.
- To report and ensure equipment faults are dealt with by the relevant persons.
- To maintain diaries, both electronic and paper. To arrange appointments and meetings via electronic systems.
- Ability to deal with short notice planning and last minute changes.
- Responsible for informing service users/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
- Maintaining departmental stationery stock ensuring that the appropriate service is charged and all stock is sufficient for the needs of the service.
- Recording and storage of accurate data for required areas of the administration service.
- To work unsupervised on a daily basis prioritising own workload using initiative as to what is routine and what is urgent.
- To use agreed guidelines and procedures and developed knowledge /skills /qualifications when working autonomously and managing own work.
- To participate in yearly appraisals with supervisor/line manager.
- To manage deadlines with unpredictable work patterns
- Travelling between site across Trust Localities when and where needed and as directed by the Administration Hub Leads/Team Managers.
- Regular and continuous use of the PC and electronic equipment
Person Specification
Education/Qualifications
Essential
- Good standard of general education
- IT skills equivalent to RSA3, NVQ3 or relevant experience of Microsoft Word Packages
Knowledge
Essential
- Literate in IT/Computer Skills
- Good oral communication skills based on fluency on the English Language
- Ability to assist both patients and clinical colleagues with non-clinical information relating to community appointments
- Methodical organised approach to work with good attention to details
- Ability to use Microsoft Word Packages
Desirable
- Knowledge of Trust ITT Systems and Software Packages, including Mobius and SystmOne
Skills/Experience
Essential
- Literate in IT/Computer Skills
- Good oral communication skills based on fluency on the English language
- General administration
- Ability to communicate both verbally and in writing routine information
Desirable
- Proven experience of working in the NHS in a clerical role
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Customer Focused with a calm and empathetic persona, good listener, patient and diplomatic
- Ability to engage with people at all levels (i.e. patients and clinicians)
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
Additional Requirements
Essential
- Fitness Analysis as appropriate
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings, etc
- Smart appearance articulate with pleasant manner and confident and calm under pressure
- Flexible approach to work
Person Specification
Education/Qualifications
Essential
- Good standard of general education
- IT skills equivalent to RSA3, NVQ3 or relevant experience of Microsoft Word Packages
Knowledge
Essential
- Literate in IT/Computer Skills
- Good oral communication skills based on fluency on the English Language
- Ability to assist both patients and clinical colleagues with non-clinical information relating to community appointments
- Methodical organised approach to work with good attention to details
- Ability to use Microsoft Word Packages
Desirable
- Knowledge of Trust ITT Systems and Software Packages, including Mobius and SystmOne
Skills/Experience
Essential
- Literate in IT/Computer Skills
- Good oral communication skills based on fluency on the English language
- General administration
- Ability to communicate both verbally and in writing routine information
Desirable
- Proven experience of working in the NHS in a clerical role
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Customer Focused with a calm and empathetic persona, good listener, patient and diplomatic
- Ability to engage with people at all levels (i.e. patients and clinicians)
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
Additional Requirements
Essential
- Fitness Analysis as appropriate
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings, etc
- Smart appearance articulate with pleasant manner and confident and calm under pressure
- Flexible approach to work
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).
