Senior Administrative Officer

Wirral Community Health and Care NHS Foundation Trust

This job is now closed

Job summary

A vacancy has arisen for a Band 3 Senior Administration Officer with the Knowsley 0-25 Admin Team.

This opportunity is being offered on a permanent basis.

This post requires excellent communication and interpersonal skills. You will have the ability to be adaptable, reliable and approachable with strong leadership and organisational skills. It is essential that you are capable of working both independently and within a team.

This is an exciting development opportunity.

Main duties of the job

An exciting rare opportunity has arisen the Knowsley 0-25 Children's Services at Wirral Community Health and Care NHS Foundation Trust. We are looking for a motivated and enthusiastic individual to join our team within the administration service hub.

The position is for a Senior Admin Officer working as a band 3 for 37.5 hours per week (Monday -Friday 9am - 5pm) on a permanent basis.

We are looking for applicants who are confident, with a team focus but also has the ability to be self-directing and work independently. You should possess excellent organisational and time management skills which are essential as is the ability to work proactively.

This role is based in a busy administration hub, it is varied and interesting as no two days are the same. It involves inputting data onto Electronic Patient Records, regular contact with both patients and professionals alongside providing administrative support to the services, Health Visitors, School Nurses, Public Health Nurses and Children's Health Promotion Advisors.

If you are conscientious, flexible and motivated and want to work with teams who are committed to delivering a high quality service then this could be an opportunity to join and help make a difference.

When considering applying for this post, it is crucial that you meet all of the essential requirements of the person specification

About us

Wirral Community Health and Care NHS Foundation Trust is an innovative and forward-thinking organisation, delivering high quality health and care services to the populations of Wirral, Cheshire East and West, St Helens and Knowsley.

We take great pride in being an open, trusting and compassionate organisation. The Trust is committed to promoting and building a team that enhances inclusion, diversity and equality. We strongly believe that working together with our partners, listening to and engaging with our patients, service users and their families we can make a real difference to the lives of local people within our communities.

We currently deliver outstanding0-19 and 0-19+ Health and Wellbeing Servicesacross Wirral, Cheshire East and St Helens and Knowsley, supporting over 250,000 children and young people. Our dedicated, innovative and forward-thinking children and young people's services have a positive impact on the health and wellbeing of families in our communities.

We work closely with our commissioners and partners to deliver the best possible services for the children, young people and families.

Date posted

24 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pa pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

844-6452084

Job locations

North Huyton PCRC

Woolfall Heath Avenue

Huyton, Knowsley

L36 3TN

Job description

Job responsibilities

Act as a first point of contact using your judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone, letter or email.

Provide advice and signpost patients as appropriate.

Take and pass on accurate messages for Team Members in their absence.

Signpost routine or complex service emails to appropriate clinician or services.

Contact referrer if patient referral is appropriate or incomplete in line with service specific requirements.

Ensure that equipment and stationary is ordered within budget constraints.

Enter confidential patient data using computerised information systems in line with Trust policies and procedure ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient information to provide assurance of completeness or records.

Request and follow-up any gaps in information with clinical/non-clinical staff as requested by Clinicians.

Responsible for booking patients into Service Clinics in line with service specific requirements.

Call back to patients to confirm appointment times / attendance and rebook where appropriate.

Prepare system generated or tasked letters and mail or email out e.g. patient appointment notification or discharge.

Complete admin appropriate patient discharge in Electronic System e.g. continued DNA/FTA.

Liaise with associated agencies or external organisation as necessary, clinical and non-clinical e.g. transport, interpreters, GPs, escalating when appropriate.

Scanning documents and attaching to patient notes.

Signpost emails from teams central email account to appropriate clinician/service.

To assist other staff members with equipment, ensuring value for money.

Prepare and photocopy/print patient information, training packs etc. for clinical staff as required or requested.

Provide flexible administrative and clerical cover as required meeting the needs of the service. This might occasionally involve working at another base during cross cover arrangements.

Book rooms for meetings and/or patient groups, prepare agendas and appendices as requested, take and prepare minutes for meeting chair to sign off and distribute all meeting paperwork.

Attend and/or lead on behalf of the Admin Manager, Admin team meetings.

Work with the clinical team members to ensure the smooth and efficient operation of the service.

Adhere to Trust Policies and procedures on transference of data e.g. Service email accounts to ensure that files and electronic records are stored appropriately in accordance with the Trusts Management policy.

Identify and comment on areas for future development of the Service.

Take part in service specific audits, both clinical and administrative.

Carry out information searches on behalf of designated manager using a variety of tools including the internet.

Create and format databases and or spreadsheets as agreed with managers.

Collate relevant information for managers in assisting with the preparation of reports.

Retrieving information on a regular basis to provide statistics on behalf of the service as requested.

Monitor and communicate KPI issues as requested in a timely fashion.

To participate in personal objective setting and review, including creation of a personal development plan.

Attend all mandatory training required by Wirral Community Trust and any compulsory in-house training.

To take every reasonable opportunity to maintain and improve professional knowledge.

Support and mentor other members of the admin team.