Job summary
Taurus HealthCare are recruiting an Administrative Assistant to join their Operations Team.
We
are looking for motivated individuals who want a rewarding role, as part of a
service that makes a difference to the quality of patient care.
The successful candidate will provide administrative support to the Operational team within Taurus Healthcare,
including a telephone answer service within the office environment. They will ensure
all documentation is complete, appropriate, accurate and fit for purpose.
Working hours for this position are Monday to Friday, some evenings and weekend daytime may be required and it will be based at Berrows Business
Centre, Hereford.
*New
to Taurus employees will normally start at the first pay point on the salary
band*
Main duties of the job
To have general knowledge of all Taurus services, to be able to cover for
annual leave, sickness and unplanned absences with other administrators in
the Operations team.
Contribute to the monitoring and fulfilment of the clinical and non-clinical
rotas.
Ensure required information is accurately entered onto clinical systems.
To assist with stock control and ordering of non-clinical items for all
services within Operational team (clinical consumables).
Review the action log and address any tasks required, documenting what action
has been taken and when this is complete.
Contribute to meeting the standards required by external and internal audits.
To assist with the process of collecting data for contractual key performance
indicators. Collect, collate, process and present operational and clinical
information for audit purposes.
To support the wider team with logging, documenting and investigating service
complaints and incidents received this to include reporting for the monthly
performance report.
To ensure any identified risks are immediately reported to the appropriate
manager.
Effective use of operational software including online rota, medical records,
survey monkey and relevant others.
This
list is not exhaustive. Please see job description.
About us
Taurus Healthcare was established in 2012, as
the provider arm of the GP Federation serving 185,000 patients in
Herefordshire. Founded and owned by the partners of the entire Herefordshire
Primary Care community, Taurus is focused on providing excellent out of
hospital services for patients. Our ethos is to provide high quality and
cost-effective health outcomes that are delivered as close as possible to the
patients home, whilst ensuring that patients who do require in hospital
services are seen as quickly and effectively as possible.
Job description
Job responsibilities
Main Responsibilities :
To
have general knowledge of all Taurus services, to be able to cover for annual
leave, sickness and unplanned absences with other administrators in the
Operations team.
Contribute
to the monitoring and fulfilment of the clinical and non-clinical rotas.
Ensure
that required information is accurately entered onto internal systems.
To
assist with stock control and ordering of non-clinical items for all services
within operational team.( clinical consumables)
Review
the action log and address any tasks required, documenting what action has been
taken and when this is complete.
Contribute
to meeting the standards required by external and internal audits
To
assist with the process of collecting data for contractual key performers
indicators. Collect, collate, process and present operational and clinical information
for audit purposes.
To
support the wider team with logging, documenting and investigating service complaints
and incidents received this to include reporting for the monthly performance
report.
To ensure that any risks that are identified
are immediately reported to the appropriate manager.
Effective use of operational software including
rota master, medical records, survey monkey and relevant others.
To support the process of mandatory training
recording and reporting..
Utilise medical records e.g EMIS and Adastra to
support operational administrative tasks, including appointment management,
patient registration.
To ensure medical equipment asset register is
up to date including recording calibrations, returns of items in warranty and
decommissioned items.
To ensure all appointment books are uploaded
onto EMIS in advance e.g. 6 weeks and are correctly assigned to the right
clinician, location and with the correct slot types.
Manage the operational phone line, dealing with
enquiries and sign positing and escalating as appropriate. This will include GP
practices, members of the public, patients and other agencies.
Utilising electronic sources to communicate on
service feedback with patients e.g. survey monkey and gaining consent where
required
Utilising software to generate reports on
patient feedback
To support operational managers with day to day
operational activity including (but not limited to) daily communications,
organising staff appraisal, one to ones, resource sheets / allocation, meeting
and diary requests, action logs, collating information for agendas for meetings
and any other duties as required
Identifying and rectifying rota gaps (including
liaising with clinical and non clinical agencies for cover).
Supporting Operational Managers with new
starter induction processes (may include creating accounts on EMIS and
TeamNet).
* A full Job Description & Person Specification is attached to this advert*
Job description
Job responsibilities
Main Responsibilities :
To
have general knowledge of all Taurus services, to be able to cover for annual
leave, sickness and unplanned absences with other administrators in the
Operations team.
Contribute
to the monitoring and fulfilment of the clinical and non-clinical rotas.
Ensure
that required information is accurately entered onto internal systems.
To
assist with stock control and ordering of non-clinical items for all services
within operational team.( clinical consumables)
Review
the action log and address any tasks required, documenting what action has been
taken and when this is complete.
Contribute
to meeting the standards required by external and internal audits
To
assist with the process of collecting data for contractual key performers
indicators. Collect, collate, process and present operational and clinical information
for audit purposes.
To
support the wider team with logging, documenting and investigating service complaints
and incidents received this to include reporting for the monthly performance
report.
To ensure that any risks that are identified
are immediately reported to the appropriate manager.
Effective use of operational software including
rota master, medical records, survey monkey and relevant others.
To support the process of mandatory training
recording and reporting..
Utilise medical records e.g EMIS and Adastra to
support operational administrative tasks, including appointment management,
patient registration.
To ensure medical equipment asset register is
up to date including recording calibrations, returns of items in warranty and
decommissioned items.
To ensure all appointment books are uploaded
onto EMIS in advance e.g. 6 weeks and are correctly assigned to the right
clinician, location and with the correct slot types.
Manage the operational phone line, dealing with
enquiries and sign positing and escalating as appropriate. This will include GP
practices, members of the public, patients and other agencies.
Utilising electronic sources to communicate on
service feedback with patients e.g. survey monkey and gaining consent where
required
Utilising software to generate reports on
patient feedback
To support operational managers with day to day
operational activity including (but not limited to) daily communications,
organising staff appraisal, one to ones, resource sheets / allocation, meeting
and diary requests, action logs, collating information for agendas for meetings
and any other duties as required
Identifying and rectifying rota gaps (including
liaising with clinical and non clinical agencies for cover).
Supporting Operational Managers with new
starter induction processes (may include creating accounts on EMIS and
TeamNet).
* A full Job Description & Person Specification is attached to this advert*
Person Specification
Qualifications
Essential
- Education to GCSE or O level standard or equivalent (minimum 3 at Grade C or above, which must include English and mathematics)
Experience
Essential
- At least 2 years office-based experience.
Desirable
- Experience of working in primary healthcare environment or other NHS site.
- Working in a large multi-disciplinary team.
- Experience of record and data management and efficient office management procedures.
Skills
Essential
- Excellent general IT skills including use of: Microsoft packages (e.g. Word, Excel, Powerpoint), e-mail, the internet.
- Use of scanning, photocopying and shredding equipment.
- Able to communicate effectively with representatives of other healthcare organisations.
- Excellent time management.
- Excellent prioritisation and organisation skills.
- Excellent communication skills: verbal (face to face and by telephone), and written (traditional and electronic)
Desirable
- Advanced knowledge and ability with Excel spreadsheets, including production of charts, graphs and presentation of data.
- Negotiation skills (for when dealing with recruitment agencies)
- Ability to use patient database systems.
Personal Qualities & Attributes
Essential
- Good team worker.
- To be able to work on own initiative.
- Empathetic and caring.
Person Specification
Qualifications
Essential
- Education to GCSE or O level standard or equivalent (minimum 3 at Grade C or above, which must include English and mathematics)
Experience
Essential
- At least 2 years office-based experience.
Desirable
- Experience of working in primary healthcare environment or other NHS site.
- Working in a large multi-disciplinary team.
- Experience of record and data management and efficient office management procedures.
Skills
Essential
- Excellent general IT skills including use of: Microsoft packages (e.g. Word, Excel, Powerpoint), e-mail, the internet.
- Use of scanning, photocopying and shredding equipment.
- Able to communicate effectively with representatives of other healthcare organisations.
- Excellent time management.
- Excellent prioritisation and organisation skills.
- Excellent communication skills: verbal (face to face and by telephone), and written (traditional and electronic)
Desirable
- Advanced knowledge and ability with Excel spreadsheets, including production of charts, graphs and presentation of data.
- Negotiation skills (for when dealing with recruitment agencies)
- Ability to use patient database systems.
Personal Qualities & Attributes
Essential
- Good team worker.
- To be able to work on own initiative.
- Empathetic and caring.
