Job summary
A full time 12 month fixed term contract has arisen for an enthusiastic individual to fulfil the post of Administration Assistant/Receptionist at Allens Croft Children's Centre working in the Community Paediatric and Child Development service. The post is primarily to support the Medical Secretaries in order to provide an efficient administration and secretarial service to Doctors in the Community Paediatric Team.
The successful applicant will be expected to display a range of communication and organisational skills to a high standard. Accuracy and the ability to work to deadlines are fundamental. Experience of patient administration systems is also required.
Keyboard skills to level 2/RCAII is essential or equivalent demonstrable experience.
Main duties of the job
To provide administrative support to the medical secretarial team to ensure that the service operates efficiently, notes are maintained correctly and clinical correspondence is sent out within the agreed standards. To plan own tasks and prioritise workload accordingly.
About us
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.
Job description
Job responsibilities
- To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary.
- Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards.
- Accurately scanning and uploading documentation into RiO.
- Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on RiO for the Secretary (after being signed by the Doctors). Due to their content some correspondence may be of an upsetting nature.
- Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner.
- Track notes in and out of the centre by completing a tracer card. Ensure tracer cards are in place for all records held in the centre.
- Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage.
- Retrieve notes from filing as required for audits.
- Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date.
- File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff.
- To arrange interpreters as required, following local procedures.
- To provide Consultants and medical staff with the appropriate clinic list at the start of each clinic.
- Liaise with the Consultants secretaries and Central Booking Service regarding clinic cancellations, additions and adjustments, as necessary.
- Scan in all the Doctors activity sheets to CBS as soon as possible after the clinic has taken place (ensuring activity deadlines are met).
- Ensure smooth administrative running of the department by dealing with any ad hoc problems that arise, e.g. problems with office equipment, stationery requests.
- Support the medical secretaries, if requested, with routine correspondence within the scope of the role, i.e. copy typing of routine letters.
- Take responsibility for the re-stocking of clinical documentation in clinic rooms.
- If required, receive and distribute post for all the multi-disciplinary team members, as necessary.
- Assist the Medical Secretaries in the administration of repeat prescriptions.
- Ensure that patient information is updated on the Patient Administration System as required, checking that information is correct.
- To monitor stationery supplies.
- Ensure that the Division Admin Standards are adhered to and participate in an audit of these standards as and when required.
- Comply with all Trust policies and procedures and departmental Standard Operating Procedures.
- To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
- To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases
Job description
Job responsibilities
- To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary.
- Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards.
- Accurately scanning and uploading documentation into RiO.
- Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on RiO for the Secretary (after being signed by the Doctors). Due to their content some correspondence may be of an upsetting nature.
- Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner.
- Track notes in and out of the centre by completing a tracer card. Ensure tracer cards are in place for all records held in the centre.
- Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage.
- Retrieve notes from filing as required for audits.
- Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date.
- File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff.
- To arrange interpreters as required, following local procedures.
- To provide Consultants and medical staff with the appropriate clinic list at the start of each clinic.
- Liaise with the Consultants secretaries and Central Booking Service regarding clinic cancellations, additions and adjustments, as necessary.
- Scan in all the Doctors activity sheets to CBS as soon as possible after the clinic has taken place (ensuring activity deadlines are met).
- Ensure smooth administrative running of the department by dealing with any ad hoc problems that arise, e.g. problems with office equipment, stationery requests.
- Support the medical secretaries, if requested, with routine correspondence within the scope of the role, i.e. copy typing of routine letters.
- Take responsibility for the re-stocking of clinical documentation in clinic rooms.
- If required, receive and distribute post for all the multi-disciplinary team members, as necessary.
- Assist the Medical Secretaries in the administration of repeat prescriptions.
- Ensure that patient information is updated on the Patient Administration System as required, checking that information is correct.
- To monitor stationery supplies.
- Ensure that the Division Admin Standards are adhered to and participate in an audit of these standards as and when required.
- Comply with all Trust policies and procedures and departmental Standard Operating Procedures.
- To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
- To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases
Person Specification
Qualifications
Essential
- GSCE Maths and English grade 9-4 or equivalent
- NVQ2/RSA II or OCR equivalent experience
Experience
Essential
- Previous experience in a customer facing role
- Experience of working within a team
Skills
Essential
- Computer literate with the ability to work with different computer applications including Microsoft packages
- Excellent use of written and spoken English
- Understanding of and adherence to confidential nature of the work.
- Self-motivated and able to prioritise own workload
- Excellent communication skills to relate to both staff and members of the public
- Ability to be flexible in order to support a number of staff
Other job requirements
Essential
- To act responsibly and professionally at all times
Desirable
- Ability to travel between bases as required.
Person Specification
Qualifications
Essential
- GSCE Maths and English grade 9-4 or equivalent
- NVQ2/RSA II or OCR equivalent experience
Experience
Essential
- Previous experience in a customer facing role
- Experience of working within a team
Skills
Essential
- Computer literate with the ability to work with different computer applications including Microsoft packages
- Excellent use of written and spoken English
- Understanding of and adherence to confidential nature of the work.
- Self-motivated and able to prioritise own workload
- Excellent communication skills to relate to both staff and members of the public
- Ability to be flexible in order to support a number of staff
Other job requirements
Essential
- To act responsibly and professionally at all times
Desirable
- Ability to travel between bases as required.
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.
