Administration Assistant - Home First Hub

Job overview

Are you a tenacious, confident, and flexible person, with excellent organisational, engagement, and communication skills, who can work autonomously and as part of a creative and motivated team? If you are, we would really like to hear from you!

This post is based at St James Clinic in Kings Lynn, it is part time working on Monday and Tuesday (0900 - 1700, a total 15 hours per week). The post holder will work closely with the Community Response Team in the West Locality assisting with all aspects of general administration tasks.

Main duties of the job

The Community Response Team provides support for the Discharge to assess pathways 1, 2, 3 from the acute hospitals. The service also takes referrals from the community for admission avoidance. The post holder will be responsible for the administration of referrals into the Community response team using a variety of systems such as Microsoft TEAMs and SystmOne.

The role also involves collaborating with the whole of the Community Response Team which consists of Nurses, Therapists and Social Workers, all of which are working in an integrated team to provide acute discharge and admission avoidance solutions.

Detailed job description and main responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

• Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
• Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge.  This is normally acquired through formal training or equivalent experience.
• Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents.

Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and filing is carried out in a timely manner

Identify and report areas within working processes and procedures that could improve service delivery

To organise and service meetings, which may involve travel to and from other venues.  This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.

To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.

To communicate with patients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

To be responsible for the clinical staff sickness line and to process all absence related documentation including sick certificates and updating HealthRoster (in the absence of the Community Operational Manager)

To communicate team of changes in staffing levels including sickness and annual leave and to update the office white board weekly to reflect the staffing level.

To request and process bank cover for staff shortages.

Receive urgent and non-urgent D2A referrals via phone calls or SystmOne.

To provide administration support to the clinical leads including scheduling supervision and training

To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the PA/Supervisor and/or the Admin Team Leader

To be committed to working within a changing environment, embracing new demands and changes. To be an active team member recognising potential