H&WB Team Administrator

NHS; Tewkesbury; On-site; GBP 20,000 - 30,000; Full time

Job description

Are you enthusiastic, highly motivated and wanting to work for the NHS in a role where you can really contribute to making a difference to the lives of thousands? If you are looking for a job where you will be kept busy, is rewarding and no day is the same, then this role could be for you!

An exciting opportunity has arisen for an experienced administrator to join the award winning TWNS Health and Wellbeing Team as an expansion to our hugely successful team. This multi-disciplinary team is focused on proactive care and making a real difference for the lives of our patient family across our PCN. Focused on frailty, dementia and patients with newly diagnosed cancer, the team have been asked to showcase their work locally, regionally, nationally and internationally.

The TWNS Health and Wellbeing (H&WB) Team, led by our Lead Nurse, is comprised of two Health and Wellbeing Coaches and a Clinical Care Coordinator. The team are well supported by our practices, PCN Clinical Directors, our PCN Management Team and our PCN Project Care Coordinator. The team was first established in January 2022 and has evidenced significant benefits for our patients and were thrilled to be able to expand further following support from our local Gloucestershire Integrated Care System.

The team was created specifically by TWNS PCN to recognise the needs of the local population and the scope for transforming services to provide personalised care and we would love you to be part of this journey.

Main duties of the job

We're looking for an experienced administrator to support the team across all aspects of the team's work, undertaking functions such as:

1. Dealing with telephone calls and enquiries to the H&WB team;
2. Posters, literature, and social media production (content will be supplied; editing/photocopying/printing/sharing duties required);
3. Rota production support;
4. Booking patient appointments, generating letters and coordinating responses;
5. Data entry and input into patient records, where appropriate;
6. Maintaining the team calendar for meetings, clinics, education sessions and more;
7. Supporting community classes, such as strength & balance and carers groups, as required;
8. Going through patient tasks and booking support calls with the appropriate member of the H&WB team.

About us

TWNS PCN supports over 50,000 patients registered at one of our five practices: Church Street, Mythe Medical, Newent, Staunton & Corse and West Cheltenham Medical.

The team are embedded at the heart of our five practices, building longstanding relationships with the local diverse community and providing lifelong care across this broad geographical community.

The TWNS PCN team is committed to understanding and responding proactively to the needs of the most vulnerable patients, supporting them to enjoy good health and independence for as long as possible.

Come and work with us and be part of this innovative, award-winning and dynamic team, working in partnership with patients and enabling excellent care.

Job responsibilities

Purpose of the role

This H&WB team administrator position is a critical post in the continued success of the award winning TWNS PCNs Health and Wellbeing Team. The team are embedded at the heart of our five practices, building longstanding relationships with our local diverse community and providing lifelong care across this broad geographical community. The team are committed to understanding and responding proactively to the needs of our most vulnerable patients, supporting them to enjoy good health and independence for as long as possible.

This administrative role is an integral part of the PCNs multidisciplinary team, working under the Lead Nurse and alongside our Health and Wellbeing Coaches and Clinical Care Coordinator, providing an all-encompassing approach to personalised care; promoting and embedding the proactive personalised care approach across the PCN.

The role provides a central coordination and administration function for the team, helping the team to run smoothly, freeing up clinical time to spend more time with patients, and enabling many of the proactive approaches to supporting patients with frailty, dementia and cancer.

Main Responsibilities

1. Provide the necessary administration support to ensure the effective delivery of proactive, patient-centred, personalised care for identified cohorts of patients across the breadth of the work of the Health and Wellbeing Team, inclusive of frailty, dementia and cancer. This will involve supporting the team with general administrative duties, including patient phone calls, along with support materials production, incoming and outgoing electronic and paper correspondence, and managing workflow processes.
2. Explain the management of a patient's pathway, liaising between services and service users, contacting services using the appropriate procedures/referral mechanisms.
3. Work closely with all relevant care agencies (primary care, secondary care, community services, voluntary services and other relevant service providers) to ensure coordinated delivery of the patients care plan.
4. Maintain accurate records and statistical returns as determined by the Lead Nurse, including providing patient-related information for entering into SystmOne, within the required timeframe.
5. Collect data on patients/carers for recognised outcome measure and document for service interpretation. Ensure all patient notes are updated to reflect any changes, including details on plans.
6. Organise and attend relevant meetings when required including supervision, PCN meetings, multi-disciplinary team meetings etc, ensuring that any necessary documentation is circulated in advance.
7. Contribute to audits and data collection to aid evaluations of the PCN services.
8. Be a contact point for the H&WB team for TWNS PCNs practices and establish systems and processes which will ensure a timely and appropriate response to queries from clinicians and other stakeholders.

Person Specification

Skills and Knowledge

• Understanding of, and commitment to, equality, diversity, and inclusion
• Strong organisational skills, including planning, prioritising, time management and record keeping
• Knowledge of Safeguarding Vulnerable Adults policies and processes
• Understanding of the needs of older people / adults with disabilities / long term conditions particularly in relation to promoting their independence
• Knowledge of the personalised care approach
• Basic knowledge of long-term conditions and the complexities involved: medical, physical, emotional, and social

Qualifications

• GCSE English and Mathematics (or equivalent level)
• Demonstrable commitment to professional and personal development
• Ability to use Microsoft Office applications Word, Excel, PowerPoint, Outlook

Personal qualities and attributes

• Ability to actively listen, empathise with people and provide personalised support in a non-judgemental way
• Commitment to reducing health inequalities and proactively working to reach people from diverse communities
• Ability to support people in a way that inspires trust and confidence
• Ability to communicate effectively, both verbally and in writing, with people, their families, carers, community groups, partner agencies and stakeholders
• Ability to identify risk and assess/manage risk when working with individuals
• Have a strong awareness and understanding of when to refer people to health professionals/agencies
• Ability to maintain effective working relationships and promote collaborative practice with all colleagues, demonstrate personal accountability, emotional resilience and work well under pressure
• Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines
• High level of written and verbal communication skills
• Knowledge of, and ability to work to policies and procedures, including: confidentiality, safeguarding, lone working, data security, health and safety
• Ability to work flexibly and enthusiastically within a team or on own initiative

Other

• Meets DBS reference standards and criminal record checks
• Willingness to work flexible hours when required to meet work demands
• Access to own transport
• Ability to travel across the PCN as required

Experience

• Experience of varied administration duties in a busy environment
• Experience of working within multi-professional team environments
• Experience of working in a GP practice, or other healthcare setting, is desirable, along with experience of using a patient clinical IT system (such as SystmOne)
• Experience of data collection and using tools to measure the impact of services
• Experience of working with elderly or vulnerable people, complying with best practice and relevant legislation

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.

Depending on experience Equivalent to Band 2/3 on AfC pay-scale, dependent on experience