Admin Allocator

Job description

Job responsibilities

1. To undertake a safe and efficient allocation service in the hub. To allocate patient appointments for the Community Nursing Teams following the set process, from the monthly planner, to the holding ledgers and finally into the live ledgers, whilst utilising relevant data to include geography, skill mix and staffing levels. Scrutiny of appointment details against care plans that require performing will be undertaken to ensure a correct match and therefore preventing unnecessary visits.
2. To receive and process telephone calls from referrers into services, using appropriate proformas and processes and to appropriately handle any queries regarding the services.
3. To liaise with health professionals to triage referrals to establish the appropriate destination for referrals and forward on as necessary.

1. To demonstrate good customer care and communication skills when communicating with the public and health/social care professionals.
2. To recognise the diverse needs and individuality of service users and demonstrate the ability to act with tact and diplomacy.
3. To demonstrate knowledge of available automated facilities for receiving referrals, finding and checking patient information and storage of information in accordance with policies and procedures.
4. Production of clinical summaries, reports, letters, forms, notices and minutes of meetings as necessary.
5. Maintaining information stored on the database by updating patient records on a daily basis and producing information as requested by team members.
6. Filing and storage of patient notes in accordance with policies and procedures.
7. To support and contact members of the intermediate care teams to ensure urgent referrals are dealt with within the appropriate response time by managing own time effectively and integrating this with the workings of the team
8. To be aware of the trust and departmental lone worker policy and ensure it is implemented appropriately.
9. To receive and record messages for members of the teams.
10. To be an active team member with shared responsibility for general housekeeping by prioritising your workload, identify and explore your own contribution to team working and contributing to the induction process of new members of staff.
11. To recognise any problems regarding the service, including any issues relating to quality and passing this and any constructive ideas on improvements to the service to the appropriate person.
12. To monitor and maintain stock levels, requisitioning and receipting as necessary, demonstrating an awareness of budgetary constraints.
13. To be committed to working within a changing environment, responding positively to new demands and changes, and willing to be flexible to the changing needs of the service.
14. To be an active member of the training programme by the attendance at and participation in staff meetings, training sessions and external courses.
15. To participate in the staff appraisal scheme as an appraisee, maintaining a dynamic personal development programme (PDP)
16. To demonstrate an awareness of clinical governance and risk management and apply to work situation.
17. The hub is open all year round including bank holidays between the hours of 7.30am and 6.30pm. There may be a requirement to work some weekends and bank holidays.

Person Specification

Qualifications

Essential

• GCSE or equivalent English and Maths
• NVQ 3 Business Administration or equivalent experience

Desirable

• RSA II or equivalent Typing Qualification

Experience

Essential

• Office experience in private or health sector
• Professional contact with the General Public
• Customer Services experience

Desirable

• Previous NHS experience

Skills, Abilities and Knowledge

Essential

• Excellent verbal and written communication skills
• IT and Microsoft office literate
• Problem solving skills
• Good organisational skills
• Excellent attention to detail

Desirable

• Experience in SystmOne documentation

Personal Attributes

Essential

• Enthusiastic and motivated
• Able to work on own initiative
• Committed to providing the best possible service to patients

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

Norfolk Community Health and Care NHS Trust

Address

Wymondham Health Center

18 Bridewell Street

Wymondham

NR18 0AR

Employer's website

https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)