Community Treatment Room Admin

Job description

Job responsibilities

The following are an example of the duties the post holder many undertake. Training and support will be provided:

• Provide a comprehensive administration support service to include typing of a range of documents
• Receives and deals with telephone calls for the department and taking appropriate action when necessary
• To act as first point of contact for all patient and carer enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.
• Liaising with internal and external services and partner agencies when necessary as directed.
• To have excellent communication skills and the confidence and skills to talk to people who may have communication difficulties
• Ensure that all departmental electronic and paper records are correct and up to date, including accurate filing of general documentation and results if (clinical based)
• Prepare case notes and patient files front sheets/labels/date of clinic/clinician, History sheet, other information as required by individual clinics.
• Opening, sorting, distribution and dispatch of post
• The accurate production, editing of, and storing of documents (i.e., letters to clients, patients and GPs (if clinical based) using appropriate electronic systems (such as audio typing)
• Use of all Trust information and computer systems for day to day processes e.g. e-mails to receive and pass on information, tracking documentation and notes.

• Deal with enquiries from patients, carers and other health professionals in a courteous and professional manner
• Contribute and work with the team to ensure adequate cover is in place during periods of leave

• To carry out general office duties where required, maintaining a neat and tidy office environment
• Maintain and update waiting list

• The maintenance of the patient booking system to include the preparation and arrangement of appointments, including inputting of referrals onto the database and sending appointment letters, ensuring all clerical work is dealt with in a timely manner
• Ensure clinics booked to full capacity as per the agreed clinicians template. Make suggestions as to any modification to ensure smooth running of clinic based on demand.
• Cancelling and re-booking patients who have had to be cancelled, due to, for example, sickness of clinician
• Collect relevant data / statistics as requested by staff/managers

Collect, populate and submit KPI data on monthly basis

Collate and interpret data from various sources (for example, referral information, waiting times etc) as requested by staff and managers

To carry out case note audits

To contribute to departments audit activity

• To accept deliveries and ensure these are dealt with promptly;

• To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy
• To copy type/audio type medical reports and general correspondence as required
• To report any faults, defects or building defects to the appropriate team
• To maintain appropriate levels of stationery stock; to place requisitions onto the Purchase Ordering system
• To book clinic and meeting rooms
• To update and maintain clinical diaries as requested
• To undertake delegated duties commensurate with the banding
• Where required with the Service to assist in the collation of records packs as directed
• To attend local service meetings as and when directed by Line Manager

• Undertake general office duties (photocopying, laminating, binding etc)
• In addition, the post holder will be expected to carry out any other duties as required, within the remit of their role

Person Specification

Job Specific Requirements

Essential

• Good communication skills both written and verbal Telephone skills Customer Care skills Experience of working as part of a team Ability to prioritise workload to meet deadlines Understanding and respect confidentiality in the workplace
• The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs
• The ability to occasionally work flexibly in accordance with service needs

Desirable

• Good communication skills both written and verbal Telephone skills Customer Care skills Experience of working as part of a team Ability to prioritise workload to meet deadlines Understanding and respect confidentiality in the workplace
• The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs
• The ability to occasionally work flexibly in accordance with service needs

Internal Relations

Essential

• If you are related to a director, or have a relationship with a director or employee of an appointing organisation, please state the relationship:

Experience

Essential

• Evidence of ability to effectively complete tasks

Skills & Attributes

Essential

• Knowledge and understanding of confidentiality Working knowledge of Microsoft Office packages including Outlook, Excel and Word

Qualifications

Essential

• 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalent qualification.

Right to Work

Essential

• Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable)

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Bridgewater Community Healthcare NHS Foundation Trust

Address

Mill Brow Clinic

Mill Brow

Widnes

Cheshire

WA8 6RT

Employer's website

http://bridgewater.nhs.uk/ (Opens in a new tab)