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    Team Administrator - London, United Kingdom - Hounslow and Richmond Community NHS Healthcare Trust

    Hounslow and Richmond Community NHS Healthcare Trust
    Hounslow and Richmond Community NHS Healthcare Trust London, United Kingdom

    3 days ago

    Default job background
    Permanent
    Description

    Job summary

    This postholder is responsible for organising timely administrative and secretarial support to the Specialist Teams Services, working closely with the Single Point of Access.

    To work closely with the clinical team/service managers in ensuring the efficient delivery, management and service improvement of business systems to support the delivery of high-quality frontline clinical services.

    The post holder will co-ordinate a comprehensive administrative support service to the clinical teams and an efficient referral an appointment/visiting management system via the electronic patient database. Ensuring the provision of high-quality customer services in the interface between the patients, carers, primary care, secondary care, community care, social care and voluntary organisations.

    The post holder will be expected to work within standard operating procedures and Trust policies, using their initiative in meeting the delivery plan to expected timescales agreed with the Lead Administrator.

    Main duties of the job

  • Deliver the service appointment and diary systems, processing new referrals and sending out appropriate documentation to clients and referrers.
  • Prioritise and respond to telephone enquiries and correspondence via telephone, email or in writing on behalf of the service, using own initiative.
  • Adhere to protocols given by clinical teams to identify and process high priority and routine tasks.
  • Record all service user related action taken in line with Hounslow and Richmond Community Healthcare NHS Trust Record Keeping Policy.
  • Prioritise own workload and highlight capacity issues to the Lead Administrator as they arise, to ensure continuous and smooth running of the service.
  • Act as daily co-ordinator for administrative team to ensure all tasks completed to timescales.
  • Responsibility for stationery monitoring and ordering of office and service supplies.
  • Develop and maintain efficient manual and electronic filing and retrieval systems.

    • About us

    Hounslow and Richmond Community Healthcare NHS Trust (HRCH) provide a wide range of healthcare services for the population of London Boroughs of Hounslow and Richmond upon Thames.

    The Clinical Services Directorates have a wide range of responsibilities to manage, including co-ordinating and delivering community primary care services on behalf of the Trust. A wide range of these healthcare services are delivered by staff in the community, who include medical staff, paediatric therapists, therapy assistants, health visitors, specialist nurses, nurses, nursery nurses, paediatric phlebotomists and healthcare support workers with the support of administrative staff working in localities with GPs, other health professionals, early years, education, and social care professionals.

    The digitalisation of health services is underway with a requirement to become paper-light by 2023 through improving the use of digital tools and adopting mobile and agile working practices and increasing the efficiency and effectiveness of clinical delivery.

    Job description

    Job responsibilities

  • Complete administrative tasks such as photocopying, filing, shredding, mail, fax and email management.
  • Type correspondence, reports, letter, information leaflets etc, including insertion of graphs and tables.
  • Organise meetings and courses as required.
  • Update service user and referral details on SystmOne.
  • Record and file discharged service user records.
  • Develop and maintain other administrative systems as needed, and contribute to overall service improvement.
    • Person Specification

    Qualifications and Knowledge

    Essential

  • ECDL or equivalent level of computer training
  • Knowledge of processes, systems and structure used to deliver efficient and effective administration support in a large organisation
  • Understanding of data protection and confidentiality
  • Knowledge of the principles of good customer care

    • Desirable

  • Knowledge of NHS terms and conditions, and employment regulations
  • Advanced computer literacy in Microsoft Windows, Word, Excel, Access, Powerpoint and Outlook

    • Experience

    Essential

  • Experience of secretarial / administration work
  • Experience of inputting to and maintenance of electronic systems
  • Excellent planning and organisational skills
  • Ability to work flexibly towards multiple deadlines

    • Desirable

  • Working with NHS terms and conditions, and employment regulations

    • Attribute

    Essential

  • Excellent organisational and time management and skills
  • Flexible and responsive with a positive approach to change
  • Able to effectively work on own and collaboratively with others in a team environment
  • Commitment to highest standards of customer service
  • Understands the need for confidentiality and acts appropriately
  • Commitment to a "paperless" office environment in line with NHS targets
  • Have a confident approach and the ability to inspire confidence in others
  • Able to travel to and work from Trust sites as required

    • Desirable

  • Ability to work flexibly to support staff delivering care
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