Administration Officer - Intermediate Care (UCRT)

Job overview

To provide comprehensive and high quality Administration support to the Community Healthcare Admission Avoidance Service UCRT and cover support for Intermediate Care Admin for Clinical Services at  Rochford Hospital

Main duties of the job

Are you dynamic, energetic and a team player? Do you want to be part of the South East Essex Intermediate Care Services? Then this post might be the challenge you have been looking for!

Essex Partnership University NHS Foundation Trust (EPUT) is looking for a an Administration Officer, to work primarily within the UCRT Service. The post holder must be flexible able to work on their own initiative and as part of a team. The role will involve frontline tasks, including telephone enquiries from internal and external stakeholders, processing referrals using SystmOne, , updating databases and ordering equipment. There will be other general administrative tasks involved to support the clinical staff. We will offer you support, supervision, training and the opportunity for personal development.

Detailed job description and main responsibilities

Communication

• To ensure telephone calls to the team are dealt with professionally and effectively and all messages are prioritised

• To deal with team enquires and relaying urgent messages to professionals internally and externally as necessitates

• To liaise with external agencies, services users, families/relatives/carers and colleagues in a professional manner

Knowledge

• To be responsible for the organisation of referrals as required
• To complete all administrative requirements for commencement and discharge from the teams

• To attend and produce minutes for necessary meetings on instruction from the team leads

• Support with follow up requests and printing requests from clinicians as required

• To support as required with booking appointments on behalf of team patient caseload

• Have responsibility for raising orders for stationary and equipment and keeping a stock check of items within the teams

• To support Team Leads as required with updating staff records using relevant systems

• To organise achieving of required documentation for the teams

• To support Team Leads with the recruitment process as required

• To support with preparation of inductions for new starters

Analytical and Judgement

• Receiving, prioritising and organising appropriate action when dealing with clinical staff requirements

• Prioritising and organising distribution of incoming and outgoing mail (including email)

• Use own initiative to organise, prioritise and co-ordinate workload ensuring that deadlines are met

Planning and Organisation

• To maintain electronic diaries including appointment ledgers and arrange appointments and meetings as required by the teams

• Ability to deal with short notice planning and last minute changes

• To manage and organise own time and work effectively and adhere to deadlines to enable the smooth running of the teams

• To co-ordinate and ensure all team equipment is serviced and checked in line with recommended timescales

• To report and ensure equipment faults are dealt with swiftly as per Trust procedure

Physical Skills

• Advanced keyboard skills and knowledge of Microsoft software and SystmOne

Patient / Client Care

• Responsible for informing patients /carers, colleagues and outside agencies as appropriate of appointment changes

Data

• To be responsible for the team database (as appropriate) ensuring data collection is completed timely and accurately
• Provide and assist in provision of audit data when required