Triage Administrator

Job responsibilities

• Main Duties and Responsibilities

Provide operational support for a PCS Group Triage Team, to assist service users with access to appropriate health care and holistic support

Coordinate the administrative processes of registering new patients in Anima

Manage IT delivery in hub by reporting faults etc liaising with IT support, clinicians ,Managers etc

Support patients through their practice journey

Work on the reception desk when required to provide support to the team and patients in challenging situations to provide solutions

Provide training to the team to ensure patients are navigated through the practice correctly

Continually assess the effectiveness of processes and procedures reporting back to Senior Practice Co-ordinator

Reviewing, prioritising and redistributing work where appropriate

Deputising for the Senior Practice Co-ordinator when required

Monitor progress and chase against identified actions that are required, following on from meetings and delegated duties

Promote effective communication, team working and opportunities for sharing best practice within the team

To provide high level, professional and confidential administrative support as part of an administrative team

Work with the Senior Practice Co-ordinator to develop, innovate and make efficient standard ways of working

Continually assess the effectiveness of processes and procedures reporting back to Senior Practice Co-ordinator

Offer directional support to the administration team ensuring that administration, facilities and reception work together to provide a high quality service

Provide administrative support as required to the senior team where appropriate monitoring work list and tasks to ensure all work is completed in a timely manner

Identify training and development areas, sourcing training solutions and working with the Senior Practice Co-ordinator to deliver

• Using excellent communication, persuasion, and negotiation skills to receive and communicate complex and sensitive information from and to a range of stakeholders across organisations using telephone, e-mail and face to face. This will include regularly receiving requests and demands from persons both external and internal to PCS such as Directors, Managers, GP practices, secretaries and patients
• To apply knowledge of administrative systems and procedures to problem solve and where necessary develop alternative or additional systems that support quality delivery of services

• Provide administrative support as required, to internal meetings and other formal meetings in the form of notes and or action points
• Escalate, direct specific issues to key individuals within the wider PCS team as required, using knowledge of roles and responsibilities within the members of the services
• Assist in managing processes by providing information and analysis as appropriate

This job description should not be regarded as definitive. It is intended to provide the post-holder with a broad outline of their function. The post-holder may be required to undertake any other duties reasonably falling within the grade of this post

General Responsibilities

When required, act flexibly within your role, which may include extended working days and working on alternate sites, This will be in consultation with your line manager and PCS policies

The post holder will be managed by the Senior Practice Co-ordinator but will be expected to act independently exercising sound judgement to support others in the team

The post holder will act autonomously in areas of work seeking advice when necessary

The post holder will have regular 1-1s with Senior Practice Co-ordinator to support ongoing development and review performance

Health and Safety

The post-holder will assist in promoting and maintaining their own and others health

safety and security as defined in the Practice Health and Safety Policy, reporting potential risks identified

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Person Specification

Skills and Competencies

Essential

• Ability to communicate well with immediate and wider team, creating a cohesive working environment
• Able to make decisions quickly with confidence
• Approachable and helpful
• Honesty and openness in communicating with colleagues
• Calmness, flexibility and adaptability
• A systematic, methodical and sensitive approach to problem solving, taking into account diverse viewpoints
• Commitment to continuous professional development
• Honesty and openness in communicating with colleagues
• Transparency
• Willingness to learn from colleagues

Experience

Essential

• Call handling and/or administrative experience
• Experience of dealing with sensitive information and its constraints
• Ability to work in a fast, evolving organisation
• Clear understanding of data protection and confidentiality requirements

Desirable

• Experience of working in a Healthcare environment
• Receptionist or Medical Terminology Qualifications

Knowledge and Understanding

Essential

• Understanding and knowledge of Primary Care and NHS
• Strong problem solving, critical thinking, interpersonal, and verbal and written communication skills
• Excellent organisational skills
• Excellent communication skills
• Excellent Keyboard skills

Desirable

• System One knowledge

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

Primary Care Sheffield

Address

Primary Care Sheffield Ltd

28 Kenwood Park Road

Sheffield

S7 1NF

Employer's website

http://www.primarycaresheffield.org.uk/ (Opens in a new tab)