South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don't need to go elsewhere to find a fulfilling career in healthcare. The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own. Our values can be summed up in one sentence. We are 'Trusted to provide inclusive, safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. Probationary Period All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment. Equality, Diversity, and Inclusion South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual - we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted. Agile and Flexible Working All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful. The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working. Staff Benefits The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available. Car Parking The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes. To keep up to date on our latest recruitment activity follow us on twitter swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust). Job overview Previous applicants need not apply Are you ready for a new challenge and are organised and enthusiastic? Here at CERU (Central England Rehabilitation Unit) we are looking to employ a Band 3 Administrative & Patient Flow Assistant to support the Clinical Team. CERU is based in Leamington Spa and you will be part of a small but dynamic team of administrative staff. This new role will allow the successful candidate to work across two teams to gain experience supporting Clinical Administration and Patient flow. The successful candidate needs to have a minimum of 2 years administrative experience in a customer/patient facing role and will have excellent communication skills. On-site role. Office Hours - Monday to Friday 8am-5pm - Flexible hours considered Main duties of the job Provide a comprehensive and effective administration support service to CERU. Accurate and timely inputting of data into UKROC and local spreadsheets which is overseen by the Patient Flow Administration and Data/Information Analyst. To input and maintain data accurately into local and national databases. To support with the delivery of background training/induction to Central England Rehabilitation Units staff on these databases. Be the first point of contact to patients, carers, relatives and professionals both by telephone and in person. Service meetings (e.g. Family Meetings. MDMs, AOGG) including typing letters of invitation, preparing documentation and posters, preparing agendas, booking venues and arranging catering requirements. Taking and circulating minutes. To liaise with the multidisciplinary team and external agencies for feedback on cases, under the guidance of the Patient Flow Team. To receive and relay oral messages, answer telephone queries/receive and sort/distribute incoming mail as appropriate. Provide effective administrative support including the preparation of correspondence, reports, presentation material and for the team at CERU, Royal Leamington Spa Hospital. Supports communication strategy at CERU by providing administrative assistance with projects, collating monthly newsletters and updating notice boards as required. Working for our organisation Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. Detailed job description and main responsibilities Key Result Areas: Provides advice, information and signposting to patients, relatives whilst maintaining confidentiality at all times To input and maintain data accurately into local and national databases to support with the delivery of background training/induction to CERU staff on these databases. Ordering of stationery, publications and literature on behalf of the CERU service. Receive and acknowledge donations and forward to the funding office of the trust or to the Charity co-ordinator of CERU charity support as appropriate. The post holder prioritises their own work on a daily basis. The consequence of a lack of prioritization is the decrease in efficiency of administrative support. Works flexibly regarding both time and location across the county if required in order to meet service needs. Accesses independent means of transport to attend meetings at various locations across region when required. Undertaking of general clerical tasks such as photocopying, scanning, filing and the sorting of post. Processing time sheets/rota/expenses on behalf of the medical services Act as a liaison between CERU & Medical Staffing Managing daily updates on patient boards including Waiting list, bed allocations Support the patient flow team with data input or liaising with other services as service pressures requires Support the input of project information into the Trusts and services chosen method of recording. Support Business and project support lead in maintain up to date records of all CERU projects Support the development of Standard Operating Procedures (SOPs) Attending service and team meetings as required Knowledge, Skills and Experience Has the freedom to recognise resource requirements but must seek authorisation from manager. Freedom to act is restricted by rules, regulations and procedures to a large extent. They form the basis of working practice and the need for all resource requests to be authorised by manager. The post holder has the freedom to produce general work without the need for checking, although it is available if required. All clinical work that is developed in supporting is checked by a professional. Concentration required for data analysis, frequent interruptions requiring urgent attention and re-prioritisation of work Measurable Result Areas Daily use of patient information IT systems to input patient information, report progress of referrals to relevant hospitals and other services on an ad-hoc basis which could be daily or a weekly basis. The post holder will be responsible for the accurate input of supplied information. Daily use of general IT systems (e.g. Internet, Intranet, e-mail, Microsoft office software packages, Lorenzo, ASPYRE or other service adopted IT systems). The post holder will be responsible for the accurate input of supplied information. Daily use of telephone, photocopier, scanner and fax machine and computer. Communications and Working Relationships Daily liaison with patients, relatives and carers by telephone, in person and by letter whom may be distressed/angry. Daily liaison with other professionals. Within the department, with the wider CERU team, multi-disciplinary team co-ordinator and other organisations. External to the department liaison is necessary with all other secretarial staff including Ward Clerks, Patients flow team, Consultants, GP's, therapists and other care staff. Liaising with Wheelchair provider (currently Invacare) and input of wheelchair hire purchases - communication with CERU teams delivering the wheelchair service. OT The active listening of messages and making decisions on appropriate action, mainly by telephone, letter, fax, email or in person. Person specification Qualifications Essential criteria RSA 2 Typing Qualification Good general education including English Language GCSE passes. Working knowledge of Microsoft Office Previous knowledge of Lorenzo or an equivalent clinical system an advantage NVQ 3 or equivalent in admin. Desirable criteria Speed and accuracy in the production of documents Experience Essential criteria Significant previous administration experience including and working in a customer/patient facing role. Desirable criteria Health Records or GP Surgery reception / NHS experience Skills Essential criteria Articulate and able to communicate clearly: verbally and written Good interpersonal skills - able to work as a team. Able to use initiative Motivated, organised and able to prioritise own workload Desirable criteria Understands importance of quality in health care Personal Qualities Essential criteria Responsible and reliable Able to work effectively as a team member Be an effective communicator with Distressed patients/carers Co-operative and flexible Recognises own limitations Receptive to change Other Job Requirements Essential criteria Keen to develop personal skills Able to change duties at short notice Able to travel independently between bases when required IMPORTANT INFORMATION Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don't want to miss out we recommend submitting your application as early as possible. The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs). Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder. We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP. Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address. South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010. All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it's a great way to help our patients, visitors and staff stay healthy. The Trust is part of a 'Foundation Group' through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations. Employer certification / accreditation badges Documents to download Patient Flow and Administration Assistant (PDF, 139.5KB) Person Specification (PDF, 152.6KB)