Senior Administrative Officer 0-19 Wirral
Wirral Community Health and Care NHS Foundation Trust
A vacancy has arisen for a Band 3 Senior Administration Officer with the Wirral 0-19 Admin Team.
This post requires excellent communication and interpersonal skills. You will have the ability to be adaptable, reliable and approachable with strong leadership and organisational skills. It is essential that you are capable of working both independently and within a team.
This is an exciting development opportunity.
Main duties of the job
An exciting rare opportunity has arisen in the Wirral 0-19 Children's Services at Wirral Community Health and Care NHS Foundation Trust. We are looking for a motivated and enthusiastic individual to join our team within the administration service hub.
The position is for a Senior Admin Officer working as a band 3 for 22.5 Hours Wednesday - Friday on a Fixed term basis to cover maternity leave.
We are looking for applicants who are confident, with a team focus but also have the ability to be self-directing and work independently. You should possess excellent organisational and time management skills which are essential, as is the ability to work proactively.
This role is based in a busy administration hub; it is varied and interesting as no two days are the same. It involves inputting data onto Electronic Patient Records, regular contact with both patients and professionals alongside providing administrative support to the services, Health Visitors, School Nurses, Public Health Nurses and Children's Health Promotion Advisors.
If you are conscientious, flexible and motivated and want to work with teams who are committed to delivering a high quality service then this could be an opportunity to join and help make a difference.
When considering applying for this post, it is crucial that you meet all of the essential requirements of the person specification.
Job responsibilities
1. Act as a first point of contact using your judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone, letter or email.
2. Provide advice and signpost patients as appropriate.
3. Take and pass on accurate messages for Team Members in their absence.
4. Signpost routine or complex service emails to appropriate clinician or services.
5. Contact referrer if patient referral is appropriate or incomplete in line with service specific requirements.
6. Ensure that equipment and stationary is ordered within budget constraints.
7. Enter confidential patient data using computerised information systems in line with Trust policies and procedures ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient information to provide assurance of completeness of records.
8. Request and follow-up any gaps in information with clinical/non-clinical staff as requested by Clinicians.
9. Responsible for booking patients into Service Clinics in line with service specific requirements.
10. Call back to patients to confirm appointment times / attendance and rebook where appropriate.
11. Prepare system generated or tasked letters and mail or email out e.g. patient appointment notification or discharge.
12. Liaise with associated agencies or external organisations as necessary, clinical and non-clinical e.g. transport, interpreters, GPs, escalating when appropriate.
13. Scanning documents and attaching to patient notes.
14. Signpost emails from teams central email account to appropriate clinician/service.
15. To assist other staff members with equipment, ensuring value for money.
16. Prepare and photocopy/print patient information, training packs etc. for clinical staff as required or requested.
17. Provide flexible administrative and clerical cover as required meeting the needs of the service. This might occasionally involve working at another base during cross cover arrangements.
18. Book rooms for meetings and/or patient groups, prepare agendas and appendices as requested, take and prepare minutes for meeting chair to sign off and distribute all meeting paperwork.
19. Attend and/or lead on behalf of the Admin Manager, Admin team meetings.
20. Work with the clinical team members to ensure the smooth and efficient operation of the service.
21. Adhere to Trust Policies and procedures on transference of data e.g. Service email accounts to ensure that files and electronic records are stored appropriately in accordance with the Trust's Management policy.
22. Identify and comment on areas for future development of the Service.
23. Take part in service specific audits, both clinical and administrative.
24. Carry out information searches on behalf of designated manager using a variety of tools including the internet.
25. Create and format databases and or spreadsheets as agreed with managers.
26. Collate relevant information for managers in assisting with the preparation of reports.
27. Retrieving information on a regular basis to provide statistics on behalf of the service as requested.
28. Monitor and communicate KPI issues as requested in a timely fashion.
29. To participate in personal objective setting and review, including creation of a personal development plan.
30. Attend all mandatory training required by Wirral Community Trust and any compulsory in-house training.
31. To take every reasonable opportunity to maintain and improve professional knowledge.
32. Support and mentor other members of the admin team.
Person Specification
Qualifications & Professional Training
* NVQ Level 3, AS or A Level, Baccalaureate or equivalent experience
* Demonstrable working knowledge of Microsoft packages including Word, Excel and Outlook
* Evidence of continued professional development within last 12 months
Experience & knowledge
* Previous experience of dealing with the public and taking telephone enquiries
* Experience of maintaining patient waiting lists
* Experience of managing diaries for meetings etc
* Experience of maintaining databases and information systems
* Previous experience of working in the NHS
* Previous supervisory experience
Skills & attributes
* Excellent oral and written communication skills with people from a wide variety of backgrounds
* Ability to work under pressure to meet tight deadlines
* Ability to produce work of a high standard with attention to detail
* Ability to communicate sensitively with all staff groups, patients and their families
* Good organisational skills
Personal Qualities
* Flexible, Adaptive and Creative
* Professional
* Team player with an awareness of team dynamics
* Proactive
* Ability to use own initiative but understand the need to seek advice when necessary
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 name
Wirral Community Health and Care NHS Foundation Trust
#J-18808-Ljbffr