Senior Administrative Officer 0-19 Wirral

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.

Person Specification

Qualifications & Professional Training

Essential

• NVQ Level 3, AS or A Level, Baccalaureate or equivalent experience
• Demonstrable working knowledge of Microsoft packages including Word, Excel and Outlook

Desirable

• Evidence of continued professional development within last 12 months

Experience & knowledge

Essential

• Previous experience of dealing with the public and taking telephone enquiries
• Experience of maintaining patient waiting lists
• Experience of managing diaries for meetings etc
• Experience of maintaining databases and information systems

Desirable

• Previous experience of working in the NHS
• Previous supervisory experience

Skills & attributes

Essential

• Excellent oral and written communication skills with people from a wide variety of backgrounds
• Ability to work under pressure to meet tight deadlines
• Ability to produce work of a high standard with attention to detail
• Ability to communicate sensitively with all staff groups, patients and their families
• Good organisational skills

Personal Qualities

Essential

• Patient
• Flexible, Adaptive and Creative
• Professional
• Team player with an awareness of team dynamics
• Proactive
• Ability to use own initiative but understand the need to seek advice when necessary

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.

Employer details

Employer name

Wirral Community Health and Care NHS Foundation Trust

Address

St Catherine's Hospital

Derby Road

Birkenhead

CH42 0LQ

Employer's website

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