As a Clinical Team Administrator working primarily on our Adult Inpatient Lodges, you'll be a confident and motivated individual. You will ensure data is accurately recorded and processed relating to referral, admission, and discharge of individuals. You will undertake diary management for the clinical and medical team. Working as part of the Business, People, and Performance Team, you will work alongside your colleagues ensuring the service users' needs are at the forefront of everything we do. You will provide cross cover for annual leave.
Main duties of the job
The Team Administrator will provide a secretarial, administrative, and clerical support service to Medical and Clinical Teams within Navigo. They will receive, record, and process referral, admission, and discharge information, maintaining service user records up to date at all times. They will record and process referral data from Single Point of Access/relevant health care professionals, as appropriate to the work of the Team. The post holder will be pivotal in ensuring an excellent administrative service is provided within agreed set time restraints and will be responsible for accurate recording, maintenance, and monitoring of the Team's data.
Job responsibilities
1. Provide a full, effective, and efficient administrative and secretarial support service to all staff within the Medical and Clinical Teams, coordinating ad hoc daily administration tasks to ensure the effective and efficient running of the service.
2. Support the day-to-day diary management of Clinical and Medical Team Members as required.
3. Complete administrative work relating to inpatient admissions and discharges meeting set timescales as required by area of service.
4. Audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.
5. Audio/copy type and format all reports, letters, assessments, reviews, care plans, discharges etc. as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system. This will include correspondence, admissions, and discharge paperwork and electronic management of service user notes. All work will need to meet set timescales and information will need to be uploaded accurately and within the timescales to the electronic system.
6. Ensure accurate recording on service user electronic notes of all investigations, results, and record keeping pertinent to service user.
7. Support Clinical Management in relation to the maintenance/upkeep of colleague rotas.
8. Offer administrative support in arranging bank staff cover liaising with the Bank Administrator as directed.
9. Work within set processes and guidelines to maintain efficient, accurate, and confidential record systems.
10. Assist in overseeing work on a day-to-day basis of any bank, temporary, and admin support staff bringing any issues to the attention of Senior Admin.
11. Attend and participate in relevant team meetings including Administrative, Clinical, and Business Meetings.
12. Deal with telephone enquiries from Service Users suffering from mental health illnesses using empathy, understanding, initiative, tact, and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow-up to be facilitated.
13. Liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments, and Health and Local Authority staff.
14. Offer support to both internal and external meetings pertinent to the Clinical and Medical Teams including Multi-Disciplinary Reviews, Family Meetings, and Best Interest Meetings.
15. Run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.
16. Assist in the collation of up-to-date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.
17. Contribute and assist in the implementation of new administration procedures, developments, and working methods.
18. Ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.
19. Assist in budgetary and expenditure matters, petty cash, raising orders, and processing invoices as requested and under direction from Management.
20. Be jointly responsible for stock maintenance and management of all office and administrative supplies.
21. Attend and participate in Team Development activities and Admin Away Days.
22. Act on own initiative and raise any relevant concerns he/she considers may jeopardise service delivery and/or care provision.
23. Maintain confidentiality at all times and comply with the Data Protection Act and Access to Health Records procedures.
24. Comply with Health and Safety Regulations and work within the policy guidelines of Navigo.
25. Effectively manage compliance in mandatory training within the guidelines of Navigo.
26. Maintain an up-to-date and proficient working knowledge of Navigo policies, procedures, and processes ensuring changes in process and procedures are embedded in working practice.
27. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.
28. Provide administrative input and perspective to developments within service as appropriate.
Person Specification
Knowledge
* Ability to communicate at all levels.
* Ability to minute complex clinical meetings.
* Diary management skills.
* Knowledge of medical terminology.
* Clinical Coding trained.
* Knowledge of mental health services.
* Knowledge of hospital administration systems.
Qualifications
* Maths and English GCSE or equivalent level C or 4.
* NVQ Level 2 Administration or equivalent practical knowledge.
* Level 2 qualification in IT or equivalent.
* RSA OCR Grade 3 Typing Word Processing standard.
* ECDL trained.
Experience
* Team Working.
* Maintaining databases and spreadsheets.
* Previous NHS secretarial administrative experience knowledge of hospital administration procedures.
* Experience or willingness to undertake training in use of electronic systems.
Additional Criteria
* Understanding of client group.
* Understands the need for confidentiality.
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
Navigo Health and Social Care CIC
Address
Harrison House / Hope Court / Rharian Fields
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