KCS Administrative Assistant – Fixed Term Job Vacancy in Hebburn, England, UK

Job description

Job responsibilities

PRINCIPAL ACCOUNTABILITIES

• To provide comprehensive, high quality and efficient administrative booking and scheduling for Knowsley Community Service patients.
• To provide clerical and administrative support to all members of the multidisciplinary team.
• To ensure referrals are processed and appointments are scheduled in accordance with locally commissioned KPI and national RTT targets.
• The post holder will follow service processes and operational guidelines to ensure patients receive continuity of care through clear and timely communication.

KEY DAY-TO-DAY RESPONSIBILITES

• To provide administrative support to Knowsley Community Services within the administration hub and off-site within the Primary Care Resource Centres (PCRC).
• Receive and process inbound referrals in accordance with locally commissioned KPI and national RTT targets.
• Prepare clinic sessions and documentation required by clinical / technical staff.
• Liaise with community venue reception staff when working within PCRC setting.
• Welcome patients and direct to appropriate clinician when working within PCRC setting.
• Instruct and support patients to complete patient satisfaction surveys.
• Update patient demographics, attendance status and RTT pathway on hospital electronic patient administration systems (PAS and EMIS Web).
• Record telephone contacts and complete administrative templates in the electronic patient record systems.
• Schedule follow-up appointments as requested by clinical teams and ensure patients are notified of appointments.
• To maintain confidentiality in respect of all patient and staff information in line with Data Protection Act.
• To deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action.
• Search and obtain test results or documentation as requested by the clinical teams.
• Cash up clinic activity at the end of the clinic session.
• Send faxes and emails as requested by the clinical teams.
• Photocopy, scan or print documentation as required.
• Make telephone enquiries to patients, relatives and colleagues as required.
• To book appointments in accordance with trust and community guidelines.
• To receive and process incoming and outgoing direct and electronic mail.
• To attend and minute service meetings as requested.
• Manage and prioritise own workload.
• Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships.
• Monitor and action EMIS tasks in a timely manner.

GENERAL RESPONSIBILITIES

To ensure efficient running of office, holding accountability for monitoring and ordering stationery, maintenance of office equipment and reporting any concerns appropriately.

To record compliments and/or complaints, reporting any complaints to KCS Admin Hub Manager.

The post holder will be expected to carry out any other duties, as required, commensurate with their pay band.

To work with community and wider teams to ensure a coordinated approach is provided for service delivery.

The post holder will be required to facilitate and support new starters to carry out their role.

ORGANISATIONAL

Being aware of and adhere to administrative procedures and protocols relevant to the post.

Observing and adhering to all Trust policies and procedures.

Demonstrate Trust values and behaviours (outlined in staff handbook) at all times.

EDUCATION AND TRAINING

To contribute to and agree a continuing Personal Development Plan. Ensuring completion of timely PDR/Appraisal process with designated line manager.

To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.

To attend on-going refresher training within their job role as legislation changes and upgrades to the PAS / EMIS or other local systems are introduced.

Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.

Participate in departmental meetings and awareness sessions as and when required.

Employees are expected to develop their IT skills necessary to support the tasks included in their post. They may be required to undertake any necessary training to support this.

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.

GENERAL STATEMENTS

CONFIDENTIALITY

All employees must adhere to policies and procedures relating to Information Governance, Confidentiality and Information Security.

RISK MANAGEMENT

The Trust is committed to approaching the control of risks in a strategic and organised manner.

The post holder must be aware of their individual responsibilities as detailed in the Trusts Risk Management, Health & Safety and Incident policies, and those under the Health and Safety at Work Act. This includes the reporting of any untoward incident, accident, potential or actual hazard identified.

SAFEGUARDING

All staff are required to be familiar with the arrangements for safeguarding children, young people and vulnerable adults and support the organisation in promoting the welfare of children, young people and vulnerable adults.

Staff working directly with children, young people and vulnerable adults will have a responsibility to ensure safeguarding and promoting their welfare forms an integral part of their duties.

Staff who come into contact with children, vulnerable adults, parents and carers in the course of their work and/or have access to records will have responsibilities to safeguard and promote the welfare of children, young people and vulnerable adults.

Staff who come into contact in the course of their duties, with parents, carers or other significant adults or children, young people and vulnerable adults should always be mindful of safeguarding and promotion of the welfare of these individuals.

HEALTH AND WELLBEING

The Trust is a Health Promoting Hospital. The Trust expects that when you are presented with opportunities to improve the lifestyle of our patients you seek help from appropriately trained clinical staff to ensure patients are supported and assisted in making the necessary lifestyle changes. This is in accordance with best practice as described in the DoH white paper Choosing Health Making Healthy Choices Easier.

EQUAL OPPORTUNITIES

The Liverpool Heart & Chest Hospital NHS Foundation Trust is committed to achieving equal opportunities. All employees are expected to observe this policy in relation to the public and fellow employees.

All staff are expected to adhere to, and act in accordance with, the values & behaviours of the Trust.

This document is intended to be used as a guide to the general scope of duties involved in this post. It is not exhaustive and should not therefore be used as a rigid specification. It will be kept under review and amended as required in consultation with the post holder.

Person Specification

Experience

Essential

• Previous experience of working in an admin role
• Experience in dealing with the general public

Desirable

• Previous NHS experience

Skills & Abilities

Essential

• Excellent interpersonal, communication and organisational skills
• Experience of using IT systems and software
• High degree of accuracy and attention to detail
• Ability to handle confidential matters in a sensitive manner
• Ability to work under pressure and to deadlines
• Advanced keyboard skills with speed and accuracy
• Able to work both as a member of the team and on own initiative
• Ability to prioritise and plan activities and tasks

Desirable

• Experience of working with databases
• Experience of using Patient Administration System
• EMIS Web experience

Qualifications

Essential

• Minimum 5-GCSEs or equivalent Grace C or above including English and Maths

Desirable

• EDCL or equivalent IT user qualification
• Typewriting or word processing qualification
• Full UK driving licence with access to vehicle

Values & Behaviours

Essential

• Ability to adhere to Trust Values and Behaviours
• Ability to be flexible and reliable
• Ability to remain calm, polite and tactful
• Ability to maintain confidentiality at all times particularly in relation to patient-identifiable and personal data / information
• Commitment to continued personal and educational development
• Enthusiastic and motivated

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.