Administration Assistant

Job overview

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

We currently have a vacancy for a Team Administrator within our Children’s Speech and Language Therapy Service Admin Team at Bentilee Neighborhood Centre, Stoke-on-Trent.

This key role will be to provide a comprehensive admin support to the Speech and Language Therapy Team. Your main duties will include answering and directing phone calls, booking appointments for therapists, coordinating meetings and appointments, typing of confidential clinic letters, opening and scanning post, processing referrals, supporting with creating patient resources, using IT systems (i.e. Rio) and dealing with general enquiries. You should have relevant experience in these areas.

You will need to be self-motivated, able to manage your working time effectively and have excellent communication skills. You will also have a good level of education (including English and Maths), NVQ Level 3 Business & Administration, ECDL/CLAIT IT qualification or equivalent experience.

Main duties of the job

• Provide a full range of administrative duties as required by the Speech and Language Therapy Team.
• Manage and prioritise own workload in order to meet specific deadlines
• Answering the telephone as first point of access dealing with queries to the service from parents and other Professionals.
• Ensure that a confidential and efficient administration support is provided, including typing of correspondence, accessing LEA Hubs, EYF requests for LEA Meetings, uploading documents onto Rio
• Input onto electronic diaries for the Speech and Language Therapists.
• Process referrals and determine the appropriate professional to send on to, by following processes and protocols.
• Make appointments for patients.
• Input patient information into the electronic patient records system, update records, book and change appointments
• Provide support to other Admin Assistants in dealing with telephone enquiries
• Exercise judgement when dealing with parent enquiries, including complaints to pass these on to more senior colleagues
• Making bookings and cancellations for meeting rooms, training places.
• Raising purchase orders for goods and services, goods receipting
• Contribute the collection and inputting of data required to support the outcomes for the service, including maintaining and auditing of spreadsheets
• Support the therapists to produce and create patient resources.

Detailed job description and main responsibilities

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• Midlands Partnership University NHS Foundation Trust
• North Staffordshire Combined Healthcare NHS Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board

The Team Administrator will provide a confidential and efficient secretarial and administrative support to the Children’s Speech and Language Therapy team. Be able to maintain electronic diaries for clinical and non-clinical activities including the arrangement of appointments and clinics for clinicians, as required. Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements. The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post. Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations, communicating to both internal and external service users.

Detailed Job Description and main responsibilities

The post holder will be competent and proficient in delivering the requirements of the role working as part of a multi-disciplinary team with children and young people within the Children’s Speech and Language Therapy Service. They will be able to demonstrate the Trust’s Values and Behaviour Framework at all times. The post holder will provide an efficient administrative support to the team and duties will include:

• To provide a full range of administrative and clerical duties as required by the Speech and Language Therapy Team.  Work closely and support Admin Assistants to ensure the efficient and effective completion of all tasks.
• Manage and prioritise own workload in order to meet specific deadlines and be able to work on own initiative with limited supervision.
• Answering the telephone as first point of access dealing with queries to the service from parents, other Health Professions, Educational Professionals, this also includes telephone calls from patients with communication disorders of various types, ensuring a positive customer experience of people contacting the service. Taking and processing messages accurately and adhering to relevant policies and procedures.
• Provide general non-clinical advice, information and guidance to parents and other professions to deal with all enquiries and communicate effectively on behalf of the Team.
• To ensure that a confidential and efficient administration support is provided, including typing of correspondence, accessing LEA Hubs to allocate EHCP requests., EYF requests for LEA Meetings each month, uploading documents onto Rio
• Input onto electronic diaries for clinical activities for the Speech and Language Therapists.
• Process referrals and determine the appropriate professional to send on to, by following processes and protocols.
• To make appointments for patients and carers.
• To input patient information into the electronic patient records system to ensure children and young people are on the Rio system, adding referrals, records are up to date, book and change appointments and initial replies to standing and routine enquiries as directed.
• To provide support to other Admin Assistants in dealing with telephone enquiries and dealing with queries.
• To exercise judgement when dealing with parent enquiries, including complaints to pass these on to more senior colleagues as needed.
• To ensure correct reporting is adhered to, with regard to incident reporting to minimise risks within the service, i.e. breaches.
• To design and create complete resources and documents as required.
• Making bookings and cancellations for meeting rooms, training places.
• Monitoring of SLT Team Generic In-box and prioritise tasks.
• Raising purchase orders for goods and services, goods receipting goods and service and services received on the E-procurement system.
• Inputting data into relevant workforce system.
• To contribute the collection and inputting of data required to support the outcomes for the service, including maintaining and auditing of spreadsheets i.e. EHCP requests to the service.
• To participate in and support the team in undertaking clinical audits.
• Implement policies for own work area and propose any administration changes.
• To participate in regular meetings to ensure effective communication is maintained.
• Ability to travel to and work from other bases if required. Please note this vacancy will close as soon as sufficient applications have been received, so please apply as soon as possible if interested.