Administrator
Job Description
Job summary
To provide extensive administrative support within the Community Nursing Unscheduled Care Admin Team as part of the Single Point of Access Service (SPOA), supporting Community Nurses across Knowsley.
The successful candidate must be proficient in IT packages and Microsoft Office. A knowledge of RiO is desirable, although full training will be given.
Have excellent communication skills both verbally and written and be able to communicate with patients, staff, and health care professionals at all levels both within the organisation and with external bodies.
We are looking for a flexible, enthusiastic team player with good interpersonal skills and an excellent telephone manner who can work well under pressure, showing initiative, self-motivation, understand the importance of prioritising their own workload to meet deadline whilst maintaining a flexible and work independently and as part of busy team.
Previous experience in a similar role is desirable.
Main duties of the job
Answering an inbound patient phone line.
Saving referrals send via Email from several partnership agencies.
Role model the values of the Trust - Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support.
Maintain their specific knowledge base and develop new skills.
Respect equality and diversity across all areas of working practice.
Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended.
Comply with all health and safety legislation and local policies and procedures.
Adhere to all organisational policies.
Have knowledge and understanding of technology in the workplace.
Support their team/services to create a positive environment for Just and Learning Culture.
Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality.
Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully.
Speaking up in the event that they are exposed to incivility between colleagues in the workplace.
This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the post holder.
About us
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.
Flexible working requests will be considered for all roles.
Job responsibilities
1. Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department.2. Use non-clinical triage tool to appropriately identify escalation pathway.3. Ensure appropriate records are maintained as directed by Line Manager.4. Contribute to the ordering of stationery supplies and associated procedures5. Contribute to ordering clinical equipment as directed by clinical staff.6. Participate in the provision of cover and support to colleagues as required.7. Participate in the local induction process for new staff.8. Participate in serious untoward incident investigations/reviews as required.9. Support individual's equality, diversity and rights.10. Participate in patient and public involvement activities.11. Contribute towards service improvement initiatives to enhance quality of patient care.12. Provide information and support to service users/carers as appropriate.13. Contribute to the continued improvement and quality of the Administrative Support Service.14. Recognise and respond appropriately to urgent and emergency situations.15. Contribute to the effective and efficient use of resources.16. Understand and adhere to Trust policies, procedures and guidelines.17. Provide an administrative, secretarial and clerical service to support the Team members, ensuring that letters, memos, reports are accurately produced within agreed timescales, data is input to required standards, and an effective filing and retrieval system is maintained.18. Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required, including reception/switchboard duties dealing with enquiries from clients and the public.19. Responsibility for the processing of incoming and outgoing mail, including prioritising, sorting and action as necessary20. Responsibility for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records.21. Responsibility for the maintenance of client database including the collection of statistics.22. Arranging, when required, meetings and taking minutes, ensuring accurate transcriptionand distribution.23. Ensuring the maintenance of the referral pathway process following Service procedures including liaison with other agencies.24. Responsibility for petty cash being an authorised signatory for same.25. Understand and adhere to Trust policies, procedures and guidelines.26. Report any concern regarding patient care to line manager.
Person Specification
Qualifications
Essential
- Typing/WP RSAIII or equivalent or demonstrable experience
- GCSE Grade A-C
- English or equivalent
- NVQ2 Business Administration or equivalent experience
Desirable
- ECDL
- NVQ3 Business
- Administration
Knowledge & Experience
Essential
- Experience of working in an office environment
- Arranging meetings and taking minutes
- Extensive knowledge of office procedures
- Knowledge of Microsoft Office eg Outlook, Powerpoint, Excel
Desirable
- Audio Typing experience
- Experience of working within the NHS or related healthcare experience
- Experience of dealing with members of the public
- Awareness of Recovery Model
- Awareness of children/vulnerable adults guidelines
Skills
Essential
- Good verbal and written communication skills.
- Good interpersonal and organisational skills
- Ability to work as member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to develop effective interpersonal relationships with colleagues in the health care setting
- Ability to communicate effectively in a variety of settings
- Able to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to prioritise own workload and work to defined timescales
- Ability to work on own initiative
Values
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- High professional standards
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
- Change oriented
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.
Employer details
Employer name
Mersey Care NHS Foundation Trust
Address
V7 Building
Kings Business Park
Prescot
L34 1PJ
