Band 3 Diabetes & CKD Service Administrator
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
An exciting opportunity has arisen for a Band 3 Team Administrator to join our busy administrative office supporting staff from the Diabetes and Chronic Kidney Disease services. The main duties include booking patient appointments for community clinics and ensuring appropriate documents are available for clinicians.
The successful candidate should have experience of windows-based computer packages in particular Microsoft Word, Excel and Outlook and be qualified to RSA 3-word processing or equivalent. Good verbal and written communications are essential. Relevant office experience in a similar role is required.
Main duties of the job
The post holder will provide a professional and comprehensive administrative and clerical support role to Specialist Services, Diabetes and CKD in the Adult Community Services Division. They will work autonomously, prioritising their workload and will be able to communicate effectively with all team members, patients, families and carers and health care professionals across organisations.
The post holder will support the Band 4 Senior Administrator with all office duties and assist team members with taking patient referrals and the inputting of data / information using RIO (Community Patient Administration System) data base and manual databases as required by the service as clinical need dictates.
Job responsibilities
1. To be accountable for all aspects of work and to prioritise work accordingly using own initiative both independently and as part of the team, with and without direct supervision.
2. Able to assist with organising the inputting of all patient referrals and data onto the Community Patient Administration system within the team.
3. To be aware of levels of responsibility and accountability within the team, the support of peers and senior staff and be guided by the policies and procedures within the trust.
4. Assist with booking patients into designated clinics/venues and rearranging appointments.
5. Have a good level of interpersonal skills with the ability to communicate effectively and appropriately (verbally and written) with patients, carers, the public, health care professionals, senior medical consultants, and senior managers.
6. Able to communicate and exchange sensitive information with diplomacy and discretion.
7. Have a good understanding of medical terminology when receiving and forwarding on messages or referrals to team members.
8. Be responsible for the distribution of internal and external mail to the relevant destinations.
9. Able to provide administrative support for meetings.
10. Be responsible and accountable for all aspects of own work by regularly participating in a six-monthly review and a yearly PDR / appraisal.
11. Able to act in a professional manner exercising discretion and maintaining confidentiality.
12. Able to assist the team with all aspects of inputting data and information onto the Community Patient Administration System data base system.
13. Able to assist with collating information relating to the delivery of national performance targets.
14. Able to assist with collecting data and information for the Specialist service that is required for audit purposes.
15. Order stock and nonstock items if required ensuring the appropriate budget code is used.
16. Monitor stock control of stationery.
17. Report to line manager/s when persistent quality issues occur.
18. Able to answer non-clinical queries from patients, health professionals and external agencies.
19. Have an understanding and working knowledge of both local and national voluntary organisations.
Person Specification
Qualifications
* Educated to NVQ level 2 or equivalent in office management / procedures e.g., Word Processing / Typewriting.
* GCSE Grade A - C or equivalent in English Language and Maths
* RSA Word Processing / IT skills Stage 3 or equivalent
* ECDL - or working towards.
* Recognised qualification in shorthand
Other skills
* Willingness to be flexible to meet the needs of the service.
* Experience of organising events, meetings, training etc.
Experience
* Experience of working within an administrative and clerical role.
* Experience establishing, managing and inputting onto database systems.
* Experience and understanding of the NHS and health care.
* Has an understanding of the needs of socially and culturally excluded patient groups.
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.
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