Job summary An exiting opportunity has arisen for an experienced administrator to join our therapy team providing admin support to clinicians within our diverse range of teams. Main duties of the job Main duties of the role will involve processing referrals and maintaining waiting lists. Admin teams support with data collection. You will liaise with patients and their families and provide a point of contact for GP practices. The role supports a wide variety of therapy teams and some travel to other bases may be needed at times for cover purposes. About us If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes. We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post. Full Job Descriptions can be found in the adverts supporting documents Date posted 06 February 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Full-time Reference number C9439-25-0101 Job locations Bishop Auckland General Hospital Cockton Hill Road Bishop Auckland County Durham DL14 6AD Job description Job responsibilities To deal with telephone enquiries, taking and conveying messages appropriately To sort incoming mail and prepare outgoing mail for posting Make appointments and, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible. Support the efficient organisation of home visits, arranging appointments and ensuring clinical notes are ready, to ensure the smooth and effective provision of patient services. Maintain an up to date filing and archive filing system, disposing of archived patient records according to Trust Policy. Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales Enter data onto necessary databases according to service requirements. Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis. Order and maintain adequate levels of stationery and supplies, using CARDEA where possible Maintain electronic diaries, co-ordinate meetings and book venues. Maintain and update patient caseload on a daily basis, ensuring visits, discharges, and patient information is accurately recorded. The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department (details available on the Health Informatics web page) Job description Job responsibilities To deal with telephone enquiries, taking and conveying messages appropriately To sort incoming mail and prepare outgoing mail for posting Make appointments and, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible. Support the efficient organisation of home visits, arranging appointments and ensuring clinical notes are ready, to ensure the smooth and effective provision of patient services. Maintain an up to date filing and archive filing system, disposing of archived patient records according to Trust Policy. Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales Enter data onto necessary databases according to service requirements. Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis. Order and maintain adequate levels of stationery and supplies, using CARDEA where possible Maintain electronic diaries, co-ordinate meetings and book venues. Maintain and update patient caseload on a daily basis, ensuring visits, discharges, and patient information is accurately recorded. The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department (details available on the Health Informatics web page) Person Specification Qualifications Essential Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English NVQ Level 2 in Business Administration (or working towards)or equivalent knowledge/ experience Special Requirements Essential Ability to travel independently across the County to fulfil the requirements of the post. Present a professional image at all times Special Skills and Knowledge Essential Committed to quality customer care/delivering excellent customer service. Ability to communicate accurately verbally and in writing with a wide range of people. Effective interpersonal skills Able to use own initiative to resolve routine queries, in line with departmental procedures. Able to work with minimal supervision following set procedures. Ability to prioritise workload. Able to work to deadlines. Flexible approach to work and adaptable to change. Ability to work as a member of a team Knowledge of computer packages: Word, Excel, Outlook and Powerpoint. IT skills Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality Ability to use discretion and maintain confidentiality. Knowledge of NHS Practices/Procedures Clinical/Service knowledge Knowledge of systmone Knowledge of EPR Experience Desirable Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment. Experience of working within an NHS Environment Experience in setting up and maintaining office filing systems. Person Specification Qualifications Essential Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English NVQ Level 2 in Business Administration (or working towards)or equivalent knowledge/ experience Special Requirements Essential Ability to travel independently across the County to fulfil the requirements of the post. Present a professional image at all times Special Skills and Knowledge Essential Committed to quality customer care/delivering excellent customer service. Ability to communicate accurately verbally and in writing with a wide range of people. Effective interpersonal skills Able to use own initiative to resolve routine queries, in line with departmental procedures. Able to work with minimal supervision following set procedures. Ability to prioritise workload. Able to work to deadlines. Flexible approach to work and adaptable to change. Ability to work as a member of a team Knowledge of computer packages: Word, Excel, Outlook and Powerpoint. IT skills Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality Ability to use discretion and maintain confidentiality. Knowledge of NHS Practices/Procedures Clinical/Service knowledge Knowledge of systmone Knowledge of EPR Experience Desirable Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment. Experience of working within an NHS Environment Experience in setting up and maintaining office filing systems. Employer details Employer name County Durham & Darlington NHS Foundation Trust Address Bishop Auckland General Hospital Cockton Hill Road Bishop Auckland County Durham DL14 6AD Employer's website https://www.cddft.nhs.uk/ (Opens in a new tab)