Job summary
The Community Support Services Team in Barking and Dagenham is looking to recruit to the post of Administrator Band 3 for their Liaison department.
The role is for someone who is able to work flexibly across Monday to Sunday 7am-7pm on a six hour shift basis to work with the Team to ensure that the department is covered 365 days a year, you should be able to cross site work if required.
This post is a permanent 12 hours per week position.
The post holder will have previous experience of working in the provision of excellent customer care including the maintenance of records with experience of working in an NHS environment.
You should have developed communication skills with a range of people and be able to provide an initial response to patients and other agencies queries, concerns and sign post/direct as appropriate. This role will also involve processing referrals in a calm friendly manner, ensuring confidentiality is maintained at all times.
We ask that you can prioritise your workload, be a team player and able to use your own initiative and meet deadlines.
Main duties of the job
Processing calls and referrals for the District Nurses service.
Processing referrals for the Cardiac Service and Tissues Viability Services
About us
Starting with NELFTNELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
COVID-19 VaccinationWe continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
Probationary PeriodThis post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).High Cost Area Supplement - LondonThis post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,313 and a maximum payment of £5,436 per annum pro rata).Please see the attached job description and person specification for further details on this vacancy.
Job description
Job responsibilities
Key Responsibilities:
- Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
- Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate
- Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
- Manage and maintain an efficient administrative system on behalf of others.
- Draft general correspondence on behalf of own service.
- Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports).
- Work without supervision and ensure urgent situations are addressed swiftly.
- Ensure workload is managed and prioritised appropriately.
- Responsible for the induction and orientation of Band 2 administrative staff and temporary staff.
- Provide guidance, advice and support to Band 2
- Acting up in the absence of the Team Lead
- Establish and maintain electronic and manual filing systems.
- Arrange and take minutes or notes at meetings that are intended for internal review only.
- Input generic data into organisational systems or in-house records. Printing of simple reports ie training records or basic clinical info
- Cover other teams/services, where necessary, which may require working on other sites.
- Any other duties as required, that may be relevant to the post and within the competencies of the post holder.
Job description
Job responsibilities
Key Responsibilities:
- Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
- Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate
- Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
- Manage and maintain an efficient administrative system on behalf of others.
- Draft general correspondence on behalf of own service.
- Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports).
- Work without supervision and ensure urgent situations are addressed swiftly.
- Ensure workload is managed and prioritised appropriately.
- Responsible for the induction and orientation of Band 2 administrative staff and temporary staff.
- Provide guidance, advice and support to Band 2
- Acting up in the absence of the Team Lead
- Establish and maintain electronic and manual filing systems.
- Arrange and take minutes or notes at meetings that are intended for internal review only.
- Input generic data into organisational systems or in-house records. Printing of simple reports ie training records or basic clinical info
- Cover other teams/services, where necessary, which may require working on other sites.
- Any other duties as required, that may be relevant to the post and within the competencies of the post holder.
Person Specification
Qualifications
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy
- NVQ Administration/Customer Service Level 3 or equivalent level of proven experience
Knowledge
Essential
- Maintaining efficient administrative systems
- Maintain confidentiality/data protection
- Understand the needs of clients and deal tactfully and sensitively with concerns
- Updating and maintaining database systems
Skills
Essential
- Basic awareness of IT and IT skills
- Establish and maintain good working relationships
- Excellent interpersonal skills in a customer focussed environment
- Team Player
- Able to use own initiative and work without supervision
- Prioritise own workload
- Willing to learn new skills
Other
Essential
- To be aware and demonstrate the Trust Values
Person Specification
Qualifications
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy
- NVQ Administration/Customer Service Level 3 or equivalent level of proven experience
Knowledge
Essential
- Maintaining efficient administrative systems
- Maintain confidentiality/data protection
- Understand the needs of clients and deal tactfully and sensitively with concerns
- Updating and maintaining database systems
Skills
Essential
- Basic awareness of IT and IT skills
- Establish and maintain good working relationships
- Excellent interpersonal skills in a customer focussed environment
- Team Player
- Able to use own initiative and work without supervision
- Prioritise own workload
- Willing to learn new skills
Other
Essential
- To be aware and demonstrate the Trust Values
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).
