Job overview
The post holder will provide a comprehensive administration and information service across the 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 based at Barbara Castle Way Health Centre, but are required to be flexible in their working to provide support within the team at Darwen Health Centre as directed by their administration line manager. This ensures continuity of a quality service provision.
The post holder will also be required to work flexibly in response to the needs of the Networks administrative service. 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 administration service to the clinical teams in the Blackburn with Darwen locality; therefore general administration experience is essential in order to provide a professional service to the clinical teams .
The post holder will also provide a telephony service for the clinical teams and therefore experience of dealing with people is 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.
Main duties of the job
The post holder will have a key role in maintaining systems and databases to support service planning and the monitoring of performance and quality indicators for services.
This will involve data input, ensuring accuracy of data, the retrieval of data and information by running queries and producing reports as required. The post holder will also support the organisation of clinics, education and training programmes.
The post holder will provide support and day to day supervision of Clerical Officers and act up on behalf of the Administration Team Leader as required
Working for our organisation
To support the team and ensure trust values are implemented
To support the Team Leader in a well established team
Friendly and hard-working team that cover all aspects to meet the needs of the service
Detailed job description and main responsibilities
Systems support, recording information on the departmental and national databases, producing statistical information and reports from these databases as required .
Proactively monitoring the accuracy of data and trends in performance and quality data, alerting the appropriate staff when set limits are breached.
Responding to queries, dealing with routine matters and passing on more complex queries to the appropriate member of staff. Potentially o rganising rotas for staff as directed.
Provide day to day supervision to Clerical Officers where appropriate. 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 .
Provide reception cover as required. Receive incoming telephone calls, dealing with enquiries and passing on more complex queries to the appropriate member of staff.
Ensure all callers receive a prompt, courteous, non-judgemental and well-informed response. C ontact external organisations with regard to promotion and updates of the service.
Communicate effectively as a team member, with other work colleagues. Complete the retrieval of health records for Subject Access requests in a timely manner and in line with Information Governance policy.
Notify Business Administration Manager and/or Team Leader in a timely manner when changes to clinic schedules and templates on the electronic patient administration system are required
Person specification
Interview
Essential criteria
* 5 GCSE 4 or above in including Mathematics and English Language or equivalent
* Good working knowledge of all Microsoft office applications e.g. Excel, Word, PowerPoint
Desirable criteria
* Knowledge of NHS and ELHT trust values
* Experience of EMIS system