Job summary

We are looking to recruit to an admin support post with Stone Rehabilitation Team. This is a small, friendly team of Allied Health Professionals who provide a community rehabilitation service to the local area.

Duties include receiving and processing new referrals, registering patients on RiO (clinical system), making appointments, typing reports and letters for clinicians, handling incoming and outgoing post, maintaining data bases, answering the phone, taking messages and dealing with enquiries.

There are some receptionist duties such as meeting members of the public who attend the clinic for appointments, and welcoming people coming for meetings, reporting faults to Estates, Fire marshal and First aider for all the teams within the building.

You must have experience in working in an office environment and be competent with IT systems such as Microsoft Office including Outlook, Word, Excel, MS Teams, have excellent verbal and written communication skills, cope in a pressured environment to meet deadlines, be flexible with days worked in order to provide cover for planned leave. NHS admin experience preferred.

Main duties of the job

  • To provide an excellent customer experience for patients and professionals contacting Stone Rehabilitation Team by telephone, and email.
  • To be a multi skilled administrator to undertake a variety of basic clerical duties to support the efficient operation of a Multi-Disciplinary Team including receiving and processing referrals using RiO, typing reports.
  • To meet and greet Patients attending clinic, and visitors to the Centre which may be other professionals, contractors and members of the public.
  • To be First Aider and fire warden

About us

By joining Team MPUFT, you will be helping your communities and in return for this, we will support you by;

  • Supporting your career development and progression
  • Excellent NHS Pension scheme
  • Generous maternity, paternity and adoption leave
  • Options for flexible working
  • Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave
  • Extensive Health and Wellbeing support and resources
  • If you work in our community teams, we pay for your time travelling between patients
  • Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
  • Salary sacrifice car – fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, milage paid at business rates
  • Salary sacrifice bikes up to £2k
  • Free car parking at all trust sites
  • Free flu vaccinations every year
  • Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)

And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.

Date posted

28 April 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£20,669 to £21,318 a year pro rota

Contract

Permanent

Working pattern

Part-time, Home or remote working

Reference number

301-SB-23-5252760

Job locations

Stone Rehabilitation Centre

53 Stafford Road

Stone

ST15 0HE

Job description

Job responsibilities

  • Provide initial screening of all referrals into Stone rehabilitation team. Dealing with referrals by phone, managing the generic email inbox and processing postal referrals
  • Provide a point of contact for the MDT, comply with buddy up arrangements, and speak to Patients and referrers.
  • To accurately record/relay messages and update Rio
  • Create a referral in Rio and attach the referral to the patient record on the clinical system. Follow the admin process in obtaining the required information to go along with the referral GP summary and i portal history. Review and add any risk markers present to the referral and inform the staff visiting. Reject inappropriate or incomplete referrals.
  • Discharge referrals -admin relating to discharge letters, Rio process
  • To provide a signposting service to the public with service information and alternative services provided by other statutory and voluntary agencies aiming where possible to minimise hand offs for referrers.
  • Maintaining and updating clinical systems and clinic templates/spread sheets
  • To book and schedule routine patient appointments as required
  • Providing support around incoming and outgoing written correspondence from the organisation (letters/emails).
  • Support team attached administrator to maintain shared folders. The production of documents to a high standard of accuracy and presentation using the software provided. This will include the production of letters, reports, tables, presentations and publications
  • To support the team with minute taking in the absence of the team attached administrator
  • To participate in internal service improvement programmes
  • To be First Aider and Fire Warden for the Centre
  • To replenish patient leaflets available in reception and maintain a tidy area
  • To work flexible days to provide planned

Job description

Job responsibilities

  • Provide initial screening of all referrals into Stone rehabilitation team. Dealing with referrals by phone, managing the generic email inbox and processing postal referrals
  • Provide a point of contact for the MDT, comply with buddy up arrangements, and speak to Patients and referrers.
  • To accurately record/relay messages and update Rio
  • Create a referral in Rio and attach the referral to the patient record on the clinical system. Follow the admin process in obtaining the required information to go along with the referral GP summary and i portal history. Review and add any risk markers present to the referral and inform the staff visiting. Reject inappropriate or incomplete referrals.
  • Discharge referrals -admin relating to discharge letters, Rio process
  • To provide a signposting service to the public with service information and alternative services provided by other statutory and voluntary agencies aiming where possible to minimise hand offs for referrers.
  • Maintaining and updating clinical systems and clinic templates/spread sheets
  • To book and schedule routine patient appointments as required
  • Providing support around incoming and outgoing written correspondence from the organisation (letters/emails).
  • Support team attached administrator to maintain shared folders. The production of documents to a high standard of accuracy and presentation using the software provided. This will include the production of letters, reports, tables, presentations and publications
  • To support the team with minute taking in the absence of the team attached administrator
  • To participate in internal service improvement programmes
  • To be First Aider and Fire Warden for the Centre
  • To replenish patient leaflets available in reception and maintain a tidy area
  • To work flexible days to provide planned

Person Specification

Qualifications & Training

Essential

  • GCSE English grade C or above or equivalent
  • IT qualification equivalent, NVQ Level 2 in Business Administration or equivalent qualification or equivalent knowledge gained through experience.

Experience

Essential

  • Experience of working in an office and administration environment using computer based systems
  • Previous experience of working with the public both on a face to face basis and over the telephone

Desirable

  • Working in the NHS

Skills, Knowledge, Abilities

Essential

  • Ability and experience of using IT systems including Microsoft Office -Outlook, Word, Excel, Teams
  • Accurate and competent keyboard skills

Desirable

  • Experience at attending meetings and minute taking
  • Using RIO computer system
Person Specification

Qualifications & Training

Essential

  • GCSE English grade C or above or equivalent
  • IT qualification equivalent, NVQ Level 2 in Business Administration or equivalent qualification or equivalent knowledge gained through experience.

Experience

Essential

  • Experience of working in an office and administration environment using computer based systems
  • Previous experience of working with the public both on a face to face basis and over the telephone

Desirable

  • Working in the NHS

Skills, Knowledge, Abilities

Essential

  • Ability and experience of using IT systems including Microsoft Office -Outlook, Word, Excel, Teams
  • Accurate and competent keyboard skills

Desirable

  • Experience at attending meetings and minute taking
  • Using RIO computer system

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.