Job summary
MIDDLESBROUGH - ADMINISTRATOR
22.5 HRS PER WEEK
We are looking for an experienced
administrator to join our existing team.
As a front-line member of
this team, you will deal directly with people contacting the service and
provide admin support to the team of therapists. You will assist in providing an efficient appointments administration service by assigning
appointments for new patients to the service. You will be the point of contact
for referral, first appointment, telephone enquiries and other duties
relating to the referral/appointment booking process.
The ability to work
both independently and with direction is a necessity; experience of the patient
management system IAPTUS would be advantageous however full training will be provided.
You should have an
NVQ Level 2 in Administration/Business subject or substantial relevant experience,
and a good understanding/experience of working with database systems. Computer literacy is essential as you will be expected to
input information onto a clinical database.
This position is based
at our Middlesbrough office (High Force Road, Middlesbrough, TS2 1RH). However,
you may at times be asked to work at other office locations in the Teesside
area.
Hours of work required
are: Monday 08:00-16:00, Tuesday 08:00-16:00 and Wednesday 12:00-20:00. Please
only apply if you are able to work these required hours.
Salaries based
on £21,255 per annum pro rata
Closing
date: 18th June 23
Interviews date: 22nd June 23
Main duties of the job
The post
holder will offer administrative support to Impact on Teesside and provide a
first point of contact to people accessing the service. They will also assist
in providing an appointment administration service ensuring that all new
patients are offered an appointment within specified deadlines to meet targets
set by the contract Commissioners.
They will ensure a
timely turnover of workload for the team and maintain an accurate and up to
date clinical database for the service.
This position requires
flexible hours between 8am until 8pm on weekdays.
About us
Alliance Psychological
Services is an independent provider of counselling and psychological therapy
services based in the Tees Valley area and working across the North-East
region. We are working in partnership with Middlesbrough & Stockton Mind to
deliver the IMPACT on Teesside service.
Alliance offers first rate
training and development opportunities, flexible working (where appropriate),
child-care voucher scheme, 38 days annual leave per annum/pro rata, EAP health
scheme and a 3% contributory pension scheme.
Alliance Psychological Services Limited is committed to promoting equal
opportunities in our employment practice and service delivery. We are
signatories to the Mindful Employers Charter. Alliance also has Investors in
People status and is committed to the National Living Wage.
Alliance
Psychological Services follows safer recruitment of staff for all appointments.
It is a requirement that all staff understand it is each persons individual
responsibility and are committed to promoting and safeguarding the welfare of
clients. Please note that due to the nature of the duties of these roles, an
enhanced criminal records disclosure will be soughtinthe
event of a successful application.
Job description
Job responsibilities
Main Duties and Responsibilities:
Administrative
- To provide efficient, accurate and timely administrative support to all team members including ensuring appropriate maintenance of electronic diaries, taking messages as appropriate, and dealing with confidential information.
- To offer new patients a first appointment within the target dates; send an appointment letter and appropriate literature to the patient.
- To ensure all information regarding appointments is entered onto the clinical database accurately.
- To ensure a professional customer focused service is maintained at all times with excellent communication.
- To ensure all service mail is appropriately handled and accurate messages are taken and passed to the relevant team member or designated duty worker as soon as possible.
- To ensure an effective filing system is maintained.
- Any other duties that may be required to facilitate the smooth and efficient running of the administrative function of the service.
Service Support
- To assist in the provision of information to patients of GP practices referred to or contacting the service including responding sensitively and promptly to those accessing the service by phone.
- To assist in the processing of all referrals to the service to ensure that agreed target times are met.
- Liaise with therapists within the team making sure their availability for new patient appointments has been provided on a weekly basis.
- To enter clinical and other data onto the Clinical Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to cover the main reception desk for premises where this is applicable. Provide a courteous and efficient reception service for people visiting the building and respond to incoming telephone calls.
- Undertake any other additional duties appropriate to the post as requested.
Confidentiality
- In the performance of their duties, the post-holder may have access to confidential information relating to clients and their care, staff and others. They may also have access to information relating to Impact as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to clients, carers, staff, other healthcare workers or Impact business may only be divulged to authorised persons in accordance with Impact policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Job description
Job responsibilities
Main Duties and Responsibilities:
Administrative
- To provide efficient, accurate and timely administrative support to all team members including ensuring appropriate maintenance of electronic diaries, taking messages as appropriate, and dealing with confidential information.
- To offer new patients a first appointment within the target dates; send an appointment letter and appropriate literature to the patient.
- To ensure all information regarding appointments is entered onto the clinical database accurately.
- To ensure a professional customer focused service is maintained at all times with excellent communication.
- To ensure all service mail is appropriately handled and accurate messages are taken and passed to the relevant team member or designated duty worker as soon as possible.
- To ensure an effective filing system is maintained.
- Any other duties that may be required to facilitate the smooth and efficient running of the administrative function of the service.
Service Support
- To assist in the provision of information to patients of GP practices referred to or contacting the service including responding sensitively and promptly to those accessing the service by phone.
- To assist in the processing of all referrals to the service to ensure that agreed target times are met.
- Liaise with therapists within the team making sure their availability for new patient appointments has been provided on a weekly basis.
- To enter clinical and other data onto the Clinical Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to cover the main reception desk for premises where this is applicable. Provide a courteous and efficient reception service for people visiting the building and respond to incoming telephone calls.
- Undertake any other additional duties appropriate to the post as requested.
Confidentiality
- In the performance of their duties, the post-holder may have access to confidential information relating to clients and their care, staff and others. They may also have access to information relating to Impact as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to clients, carers, staff, other healthcare workers or Impact business may only be divulged to authorised persons in accordance with Impact policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Person Specification
Other Skills & Qualities
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Desirable
- Ability to use own initiative
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject
Desirable
Experience
Essential
- Sound experience and understanding of database systems
- Excellent telephone and verbal communication skills
- Accuracy and attention to detail
- Understanding of confidentiality
- Experience of working within a busy environment within agreed timescales.
Desirable
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
- Experience in telephone support or similar
Person Specification
Other Skills & Qualities
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Desirable
- Ability to use own initiative
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject
Desirable
Experience
Essential
- Sound experience and understanding of database systems
- Excellent telephone and verbal communication skills
- Accuracy and attention to detail
- Understanding of confidentiality
- Experience of working within a busy environment within agreed timescales.
Desirable
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
- Experience in telephone support or similar
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.
