Job summary
The post holder will provide a comprehensive administration and information service across the Community & Wellbeing Network, coordinating their activities with other members of the Business Administration Team to ensure that an efficient and confidential service is provided.
The post holder will be aligned to Preston West Admin Hub based at Fulwood Clinic and is required to work flexibly in response to the needs of the Locality's administrative service. They may be required to provide reception and clinical admin cover at Ashton and Ingol Health Centres as directed by their administration line manager, to ensure continuity of a quality reception and admin service provision.
The post holder will have a good standard of education with qualifications in English, Maths and Word Processing. Excellent computer skills are required. One of the primary purposes of this role is to provide a comprehensive reception and administration service and therefore administration experience is essential in order to provide a professional service to the clinical teams. Experience of dealing with people is also essential, as are excellent interpersonal and customer care skills. It is essential that the post holder has good organisational and communication skills. The post holder will be required to work both as part of a team and on their own initiative.
Working pattern (hours): Part time
Hours / sessions per week: hours per week
Main duties of the job
1. Be the first point of contact for the unit/department. Greeting visitors and ensuring people sign in and are met by staff or directed to the right area as appropriate.
2. Provide reception duties.
3. Answer telephones, taking and forwarding messages, ensuring that all telephone and personal callers receive a prompt, courteous, non-judgmental and well-informed response.
4. Respond to queries, dealing with routine matters and passing more complex queries to the appropriate member of staff.
5. Receive, allocate and despatch departmental mail (internal and external).
6. Provide an administrative service to include typing of routine information such as reports, minutes and other correspondence on behalf of the manager and other members of the team, ensuring a high standard in accordance with Trust standards.
7. Assist the running of an efficient appointments system, dealing with routine referrals, sending patient letters / information, text reminders, distributing to appropriate clinical team.
8. Assist in the administration processes for clinical education programmes for patients and training events for staff and partners
9. Communicate with GPs and other Health Professionals regarding patients who have accessed the service confirming receipt of referral, clarifying referral details, chasing biochemistry results or other diagnostics and informing on waiting times or onward referral
About us
Lancashire & South Cumbria NHS Foundation Trust provides a range of services including secondary mental health care across this area. Specialist provision comprises inpatient child and adolescent mental health services, perinatal mental health and forensic services including low and medium secure care.
The Trust also provides a range of physical health and well-being services in the community alongside a range of partners in the Lancashire, Cumbria and Sefton area.
For more information please visit our website via Lancashire & South Cumbria NHS FT
Job description
Job responsibilities
10. Contact patients who fail to attend appointments by telephone, email, text or letter, rescheduling appointments as necessary.
11. Work collaboratively with the appropriate management teams and other departments including clinicians to ensure that all appropriate leads are notified in case of matters of urgency and dealt with in a timely manner.
12. Attend and participate in team meetings and administrative service meetings as required as part of the smooth running of an integrated team base service approach.
Please see Job Description and Person Specification attached to this vacancy for the full responsibilities of this role
Person Specification
Qualifications
Essential
13. Administrative qualification at NVQ Level 2/RSA 2 or equivalent experience
14. GCSE English Language A-C or equivalent
15. ECDL or equivalent experience
Knowledge
Essential
16. Experience of working with databases
17. Experience of working with Microsoft Office applications
Expereince
Essential
18. Experience of working in an office environment
19. Evidence of experience of working with members of the public
Skills
Essential
20. Demonstrable evidence of good grammar and numeracy skills
Personal
Essential
21. Evidence of excellent telephone manner