Job summary
This role is part of a small friendly administration team based at Woodview
CDC in Widnes.
We are seeking a dynamic, highly motivated, experienced individual to
become part of the administration team at the CDC, this role has a focus on Education
and health Care plans (EHCPs) and will also work with the wider teams operational
based at the CDC.
The role will involve informing teams in Specialist Childrens services of
request for EHCPs.
The role requires a multi-disciplinary team approach, and the successful
candidate must be able to demonstrate excellent communication skills, and the ability
to work within deadlines.
Main duties of the job
To
provide comprehensive administrative support to the special educational needs
and disabilities (SEND) pathways and associated health professionals and will
actively participate and contribute to the development of the service.
To
support the work of the multi-disciplinary team (MDT) panels with respect to
all administrative requirements
To provide a customer
focused service to the users to incorporate the co-ordination of appointments/MDT
panel discussions and workload management for the clinics liaising with all staff.
To
provide relief cover at other locations as requested.
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver our
NHS services in your local community.
They help us deliver our mission to improve local health and
promote wellbeing in the communities we serve.
After all, values are about people and they were
created in partnership with our staff to reflect what they felt was important
to them
Here at Bridgewater our shared values flow through the organisation.
P- Person-centred-We are passionate about individual needs and
promote independence in the healthcare we provide..
E- Empowered- We empower our people and encourage new ideas to deliver and create improvements in community care.
O- Open and Honest -We behave in a way that develops relationships
based on trust, openness, honesty and respect.
P- Professional-We support our people, so everyone has the right
skills and training to deliver outstanding patient care.
L- Locally Lead -We are always learning about our communities and
show great pride in being a local provider of health and care.
E- Efficient -We use our resources wisely to provide
sustainable and value for money healthcare for our patients.
Job description
Job responsibilities
To provide a front-line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
To be responsible for maintaining, developing and managing all aspects of administrative support clinically and/or administratively
To support band 2 staff to attend and administer duties relating to MDT panels for children with special needs, ensuring the administrative function is provided in a timely fashion. To provide the MDT panel support when band 2 staff are not available.
To be part of a central booking system to have an efficient approach to appointment management.
The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing.
To act as the Super user for the patient electronic computer system
To ensure that appropriate levels of identified stock and lower-level clinical equipment are requisitioned on the Purchase Ordering system
To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys.
To deal with all internal/external mail and redistribution to relevant department
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 which will contain medical/clinical terminology and general correspondence as indicated.
To report any faults, defects or building defects to the CAFM Helpdesk
To undertake Fire Warden and First aid duties as required to ensure legislative compliance.
To manage / book clinic and meeting rooms within the premises and keep room availability updated as appropriate.
Clinical recording
- To ensure that referrals are screened and priorities highlighted to team lead
- To utilise, and support Band 2 staff to utilise, Systm1 for case management
- To provide and support Band 2 to provide, the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers and other health professionals
- To assist in information collection for patients as requested by registered staff
- To oversee band 2 in provision of and to provide word processing, audio/copy typing, for team
- To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
- To operate computerised system such as Systm1 as part of supporting patient management
- Responsible for implementing and maintaining a centralised prescription database by using excel system.
- Record keeping
- To record, and to supervise Band 2 in recording, new referrals and monitor waiting lists keeping staff informed of targets and possible breaches
- To monitor waiting lists and reviews, managing as per departmental policy
- To compile patient treatment records in line with local policies and to discharge referrals on systm1 and manage the appropriate administration processes.
- To retrieve case notes, either written or computerised for clinics/MDT panel
- To scan records as required
- To photocopy materials and correspondence as required
- To be independently responsible for record storing and archiving Appointment management
- To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non-attendance as per organisational policy
- To monitor and input data as required by team leader
- To document direct and indirect contact with service users / parents in records
- To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received.
- Data management
- To collect, monitor and submit Educational Health and Care Needs Assessment data for the trust within timescales
- To travel to clinics within the boundaries of Halton to provide administrative support to the services therein. This responsibility is delegated from team leader
- Staff development
- To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff
Communication
To work as a member of the team, communicating relevant information to appropriate team member.
To be able to communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
To communicate and liaise with internal Bridgewater departments and external agencies, making phone calls as requested by staff to parents and other professionals
Business Continuity
To ensure business continuity and support the function of the Halton Childrens Services team, there will be a requirement to assist with any other administrative duties as required.
Job description
Job responsibilities
To provide a front-line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
To be responsible for maintaining, developing and managing all aspects of administrative support clinically and/or administratively
To support band 2 staff to attend and administer duties relating to MDT panels for children with special needs, ensuring the administrative function is provided in a timely fashion. To provide the MDT panel support when band 2 staff are not available.
To be part of a central booking system to have an efficient approach to appointment management.
The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing.
To act as the Super user for the patient electronic computer system
To ensure that appropriate levels of identified stock and lower-level clinical equipment are requisitioned on the Purchase Ordering system
To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys.
To deal with all internal/external mail and redistribution to relevant department
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 which will contain medical/clinical terminology and general correspondence as indicated.
To report any faults, defects or building defects to the CAFM Helpdesk
To undertake Fire Warden and First aid duties as required to ensure legislative compliance.
To manage / book clinic and meeting rooms within the premises and keep room availability updated as appropriate.
Clinical recording
- To ensure that referrals are screened and priorities highlighted to team lead
- To utilise, and support Band 2 staff to utilise, Systm1 for case management
- To provide and support Band 2 to provide, the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers and other health professionals
- To assist in information collection for patients as requested by registered staff
- To oversee band 2 in provision of and to provide word processing, audio/copy typing, for team
- To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
- To operate computerised system such as Systm1 as part of supporting patient management
- Responsible for implementing and maintaining a centralised prescription database by using excel system.
- Record keeping
- To record, and to supervise Band 2 in recording, new referrals and monitor waiting lists keeping staff informed of targets and possible breaches
- To monitor waiting lists and reviews, managing as per departmental policy
- To compile patient treatment records in line with local policies and to discharge referrals on systm1 and manage the appropriate administration processes.
- To retrieve case notes, either written or computerised for clinics/MDT panel
- To scan records as required
- To photocopy materials and correspondence as required
- To be independently responsible for record storing and archiving Appointment management
- To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non-attendance as per organisational policy
- To monitor and input data as required by team leader
- To document direct and indirect contact with service users / parents in records
- To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received.
- Data management
- To collect, monitor and submit Educational Health and Care Needs Assessment data for the trust within timescales
- To travel to clinics within the boundaries of Halton to provide administrative support to the services therein. This responsibility is delegated from team leader
- Staff development
- To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff
Communication
To work as a member of the team, communicating relevant information to appropriate team member.
To be able to communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
To communicate and liaise with internal Bridgewater departments and external agencies, making phone calls as requested by staff to parents and other professionals
Business Continuity
To ensure business continuity and support the function of the Halton Childrens Services team, there will be a requirement to assist with any other administrative duties as required.
Person Specification
Qualifications
Essential
- 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalent qualification.
- NVQ 3 in Business Administration or Customer Care or equivalent demonstrable experience/Education
- ECDL or equivalent
Desirable
- Audio typing/typing qualification or proven experience.
Sponsorship
Essential
- Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable), please state this on your application form.
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 in your application form.
Experience
Essential
- Working within a customer
- facing environment.
- Minimal two years experience in an administrative role.
- Ability to work to and meet deadlines.
- Experience of working in a
- pressured environment.
Desirable
- Experience of working in a clinic/ office environment.
- Medical Secretarial experience.
- Previous experience of working within the health or social sector.
- Previous experience of using an appointment booking system.
- Previous experience of supervising staff including the carrying out of Personal Development reviews
Additional Criteria
Essential
- The ability to travel independently across the Trust.
- The ability to work flexibly in accordance with service needs.
- Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
- Self-motivated and able to work under a range of pressures.
- Maintenance of confidentiality and diplomacy at all times
Skills & Attributes
Essential
- Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages.
- Motivated and able to work as part of a team.
- Motivated and able to work as part of a team.
- Ability to work on own initiative.
- Good organiser of self and workload.
- Excellent telephone manner and excellent customer service skills.
- Ability to take and produce meeting notes
- Diary maintenance both electronic and manual.
- Ability to prioritise workload and delegate as necessary.
- Exercise judgement when dealing with patient enquiries analyse and resolve patient problems.
- Ability to analyse and
- interpret data and extract.
- relevant information and
- report and act on
- appropriately.
Desirable
- Shorthand or note taking.
- Graphics software
Person Specification
Qualifications
Essential
- 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalent qualification.
- NVQ 3 in Business Administration or Customer Care or equivalent demonstrable experience/Education
- ECDL or equivalent
Desirable
- Audio typing/typing qualification or proven experience.
Sponsorship
Essential
- Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable), please state this on your application form.
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 in your application form.
Experience
Essential
- Working within a customer
- facing environment.
- Minimal two years experience in an administrative role.
- Ability to work to and meet deadlines.
- Experience of working in a
- pressured environment.
Desirable
- Experience of working in a clinic/ office environment.
- Medical Secretarial experience.
- Previous experience of working within the health or social sector.
- Previous experience of using an appointment booking system.
- Previous experience of supervising staff including the carrying out of Personal Development reviews
Additional Criteria
Essential
- The ability to travel independently across the Trust.
- The ability to work flexibly in accordance with service needs.
- Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
- Self-motivated and able to work under a range of pressures.
- Maintenance of confidentiality and diplomacy at all times
Skills & Attributes
Essential
- Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages.
- Motivated and able to work as part of a team.
- Motivated and able to work as part of a team.
- Ability to work on own initiative.
- Good organiser of self and workload.
- Excellent telephone manner and excellent customer service skills.
- Ability to take and produce meeting notes
- Diary maintenance both electronic and manual.
- Ability to prioritise workload and delegate as necessary.
- Exercise judgement when dealing with patient enquiries analyse and resolve patient problems.
- Ability to analyse and
- interpret data and extract.
- relevant information and
- report and act on
- appropriately.
Desirable
- Shorthand or note taking.
- Graphics software
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.
