Admin Assistant

Job summary

An exciting opportunity has arisen for an experienced senior administrator to join our therapies admin team working at Chester le street community hospital. The post is 37.5 hours working Monday - Friday 8.30-4.30.

Main duties of the job

Main duties of the role will involve co-ordinating an admin team to support community therapy services within the community health services care group. The postholder will demonstrate excellent communication and organisational skills. You and your team will be responsible for processing referrals in and out of the service and providing comprehensive admin support to a wide range of clinical teams within the hospital and wider community teams. You will work closely with other senior administrators to ensure cover is maintained across the therapy teams countywide.

Job Responsibilities

1. To sort incoming mail and prepare outgoing mail for posting.
2. Make appointments and give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible.
3. Support the efficient organisation of home visits, arranging appointments and ensuring clinical notes are ready, to ensure the smooth and effective provision of patient services.
4. Liaise regularly with secondary care staff, laboratories and GP surgeries to obtain patient test results and maintain database of pathology lab reports ensuring they are correctly assigned to patients and chase up any outstanding reports not received.
5. Maintain an up to date filing and archive filing system, disposing of archived patient records according to Trust Policy.
6. Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales.
7. Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales.
8. Enter data onto necessary databases according to service requirements.
9. Use database/spreadsheets to collect and formulate data on a weekly, monthly, quarterly and annual basis.
10. Order and maintain adequate levels of stationery and supplies, using CARDEA where possible.
11. Maintain electronic diaries, co-ordinate meetings and book venues.
12. Maintain and update patient caseload on a daily basis, ensuring visits, discharges, and patient information is accurately recorded.
13. Where necessary, support the monitoring of service targets/performance standards and alert the Manager to possible breaches.
14. Arrange venues for meetings, prepare agendas, compile and issue papers, attend meetings, take and transcribe minutes within agreed timetables. Organise travel and hotel booking where necessary.
15. Provide an efficient bring forward system and retrieval of previous related correspondence.
16. Organise education and training events which will include the preparation of teaching aids and materials using appropriate software package.
17. Supervise work experience students and apprentices requiring experience of office work.
18. The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department (details available on the Health Informatics web page). The post holder may be required to undertake the role of Registration Authority Agent/Sponsor which includes supporting the NHS Care Records Service applications using smartcards and appropriate access files.

Person Specification

Experience Essential

• Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
• Demonstrate Experience of using Microsoft Word.
• Experience in setting up and maintaining office filing systems.
• Experience in planning and organising meetings and taking notes.
• Experience of providing administrative support to a team.
• To commit to delivering the actions in the Trusts Behaviours Framework.

Qualifications Essential

• Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English.
• NVQ Level 3 in Business Administration (or working towards) or equivalent knowledge/ experience.

Special Skills and Knowledge Essential

• Committed to quality customer care/delivering excellent customer service.
• Ability to communicate accurately verbally and in writing with a wide range of people.
• Effective interpersonal skills.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.
• Able to work with minimal supervision following set procedures.
• IT skills including knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint.
• Ability to analyse and present data using Excel and Access packages.
• Ability to use email and maintain and update paper and electronic diaries.
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
• Ability to prioritise workload and work to deadlines.
• Flexible approach to work and adaptable to change.
• Ability to work as a member of a team.

Special Requirements Essential

• Ability to travel independently across the County to fulfil the requirements of the post.
• Present a professional image at all times.

Employer details

Employer name: County Durham & Darlington NHS Foundation Trust

Address: Chester Le Street Community Hospital, Front Street, Chester Le Street, County Durham, DH3 3AT.

Employer's website: https://www.cddft.nhs.uk/