Job summary
This is an exciting opportunity to join the Assertive Outreach Team.
The role of the clinical administrator within the Assertive Outreach Team is an integral part of the whole administrative function and will provide an effective and efficient support service to the multi-disciplinary staff team, performing tasks and duties using own initiative as directed by the Team Administrator/Admin Coordinator.
The post holder will be expected to provide admin support to individuals and the service, provide cover amongst colleagues to fill gaps and to ensure continuity of services within the service directorate if required. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
The clinical administrator will be responsible for:
- providing dedicated administration/secretarial support to medical staff within the service
- providing administration/secretarial support to other clinical staff groups.
- processing referrals or internal transfers, ensuring associated activity on Insight & Outlook and any correspondence is accurate and timely.
- management of clinics across the service, including booking/cancelling appointments and ensuring associated correspondence is accurate and timely managed including reception management.
Main duties of the job
- The provision of an effective admin service to medical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in Insight (Patient Administration System, PAS).
- Deal with incoming correspondence, checking information received and responding where appropriate.
- Organise meetings, booking rooms/venues, arranging hospitality etc.
- Support meetings chaired or attended by medics/clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested.
- Assist in the completion and processing of study leave and annual leave applications.
- Completion of relevant e-forms on behalf of the team
- Receiving and processing of referrals into service, including the completion of all associated tasks.
- Support the Admin Manager and Team Co-ordinator to ensure that waiting lists are managed effectively and service users are offered appointments within targets.
- Monitoring all methods of receiving incoming referrals/transfers - e.g. email and voicemail mailboxes, message boards etc.
- Clinic booking, rescheduling and cancelling appointments, including medic clinics (Consultant, Specialty Dr, Junior docs) and all other clinic structures,
This list is not exhaustive and you should read the attached Job description and person specification prior to applying
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Job description
Job responsibilities
Principal Duties
Dedicated admin support for clinical staff
- The provision of an effective admin service to medical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in Insight (Electronic Patient Record EPR).
- Deal with incoming correspondence, checking information received and responding where appropriate.
- Maintain an electronic diary and personal appointment system for the medics/clinicians as required by individual staff.
- Organise meetings, booking rooms/venues, arranging hospitality etc.
- Support meetings chaired or attended by medics/clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
- Assist in the completion and processing of study leave and annual leave applications.
- Completion of relevant e-forms on behalf of the team
Referral/Transfer Management
- Receiving and processing of referrals into service, including the completion of all tasks associated with the activity
- Support the Admin Manager and Team Co-ordinator to ensure that waiting lists are managed effectively and service users are offered appointments within target times
- Monitoring all methods of receiving incoming referrals/transfers e.g. email and voicemail mailboxes, message boards etc.
Clinic Administration
- Clinic booking, rescheduling and cancelling appointments, including medic clinics (Consultant, Specialty Dr, Junior docs) and all other clinic structures,
- Understand medical students availability for clinics and schedule accordingly
- Request clinic letters and test results
Job description
Job responsibilities
Principal Duties
Dedicated admin support for clinical staff
- The provision of an effective admin service to medical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in Insight (Electronic Patient Record EPR).
- Deal with incoming correspondence, checking information received and responding where appropriate.
- Maintain an electronic diary and personal appointment system for the medics/clinicians as required by individual staff.
- Organise meetings, booking rooms/venues, arranging hospitality etc.
- Support meetings chaired or attended by medics/clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
- Assist in the completion and processing of study leave and annual leave applications.
- Completion of relevant e-forms on behalf of the team
Referral/Transfer Management
- Receiving and processing of referrals into service, including the completion of all tasks associated with the activity
- Support the Admin Manager and Team Co-ordinator to ensure that waiting lists are managed effectively and service users are offered appointments within target times
- Monitoring all methods of receiving incoming referrals/transfers e.g. email and voicemail mailboxes, message boards etc.
Clinic Administration
- Clinic booking, rescheduling and cancelling appointments, including medic clinics (Consultant, Specialty Dr, Junior docs) and all other clinic structures,
- Understand medical students availability for clinics and schedule accordingly
- Request clinic letters and test results
Person Specification
Knowledge
Essential
- Responsible approach to dealing with confidential issues.
- Excellent telephone manner.
- Ability to adapt to varying demands of the job role.
- Wide range of admin skills, including minute taking.
- Ability to handle direct requests for information/contact from service users.
Desirable
- Ability to research/access information.
- Knowledge/understanding of processing invoices.
Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- RSA 3 Word Processing/Typewriting or equivalent Training to Vocational Level 3 in business admin or equivalent level of experience.
Desirable
- Knowledge of INSIGHT system.
- European Computer Driving Licence.
Experience
Essential
- oPrevious admin/secretarial experience gained in a similar role.
Desirable
- Experience of working in an NHS/healthcare environment.
- Previous experience of working with diverse and vulnerable populations.
Person Specification
Knowledge
Essential
- Responsible approach to dealing with confidential issues.
- Excellent telephone manner.
- Ability to adapt to varying demands of the job role.
- Wide range of admin skills, including minute taking.
- Ability to handle direct requests for information/contact from service users.
Desirable
- Ability to research/access information.
- Knowledge/understanding of processing invoices.
Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- RSA 3 Word Processing/Typewriting or equivalent Training to Vocational Level 3 in business admin or equivalent level of experience.
Desirable
- Knowledge of INSIGHT system.
- European Computer Driving Licence.
Experience
Essential
- oPrevious admin/secretarial experience gained in a similar role.
Desirable
- Experience of working in an NHS/healthcare environment.
- Previous experience of working with diverse and vulnerable populations.
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.
