Administration and Clerical Assistant

Job overview

South Warwickshire Foundation Trust is currently looking for an enthusiastic and highly motivated Band 3 – Administration/Clerical Assistant to provide day to day support for leads, Therapy, clinicians and patients.

This role is integral to the success and smooth running of this community team and is highly valued; we are a busy team that provide skilled nursing and therapy care within South Warwickshire Out of Hospital Care collaboration.

Main duties of the job

To provide a high-quality administrative service as a member of the Administration team mainly supporting the North therapy team with additional support for the nursing team

Be responsible for confidential, accurate and efficient administrative support using established processes and IT systems to meet monthly reporting deadlines.

Support teams to co-ordinate patient pathways and visit allocation to deliver high quality patient care in the community.

Meet the administrative demands in a busy office environment.

Detailed job description and main responsibilities

To plan and prioritize own workload supporting therapy and nursing teams, management team and administration colleagues undertaking word processing of letters, reports and other documents using Microsoft Word, Excel, PowerPoint.

To use own initiative when dealing with enquiries from colleagues internally and externally, and other health care professionals and direct as appropriate.

To support teams with patient referrals and visit schedules using EMIS. Provide caseload reports and support with caseload maintenance and problem solving.

To develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering.

To be responsible for the ordering of weekly clinical stores and non-clinical items such as uniforms, medical equipment and stationery, demonstrating an awareness of cost efficiency and effectiveness.

To liaise with external organizations to arrange meetings and training sessions as required.

To accurately input monthly staff rosters onto Health Roster and EMIS in timely manner, meeting deadlines for approval. Make approved changes to staff e-roster when appropriate.

To produce weekly Lone Worker buddy system sheets and update.

To update staff training compliance using established systems

To collate data to assist with the reporting of team quality and performance indicators as required by Professional Leads and Locality Managers to produce CQUIN / KPI reports

To be responsible for liaising with external bank staff to fill vacant nursing shifts as requested by Professional Leads.

To actively promote patient feedback survey by supporting teams with data collection and submitting results in timely manner.

To organize meetings by arranging room bookings, meeting agendas and taking minutes. Follow up actions as required.

To be responsible for the storage and recording of confidential patient and staff filing to meet requirements of Information Governance policy and procedures.

Support the Management team with the implementation of new initiatives as required.

To participate and support Management team to promote staff wellbeing activities.

Receive supervision from team / Professional Leads. This may be face to face or by telephone or email

Participate in the Management of Change, making constructive suggestions to how the service can be improved

Makes constructive suggestions on the appropriate use of resource

Demonstrate a commitment to abide by Trust Policies and Procedures and comply with Health & Safety legislation

The post holder will have in depth working knowledge of the relevant systems used within the team setting

Communications and Working Relationships:

To work in conjunction with and communicate effectively with external agencies as part of Removed team network to support patients with care navigation and social prescribing, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable adults.

To demonstrate effective and appropriate communication when dealing with, and providing information to, anxious or distressed patients and family members relaying messages, as required, depending on their urgency, to appropriate member of staff.

To work in partnership with services across South Warwickshire NHS Foundation Trust

To provide IT support and training to individuals on established systems using skills and knowledge in maintenance of caseload information and problem solving.