Administrator

Job overview

This is an opportunity to join a busy service that makes a real difference to people’s lives.  You will be asked to provide a comprehensive administrative service to an excellent standard, ensuring a high level of accuracy within the Knowsley Talking Therapies team. The post holder is expected to work with the minimum of supervision to co-ordinate their activities to ensure that an efficient service is provided. The post holder will be expected to work with a flexible approach, always maintaining confidentiality, when dealing with service user/staff information. The post holder should be able to demonstrate excellent written and verbal skills, strong organisational and time management skills and have a high level of accuracy and attention to detail.

The post holder will be able to demonstrate flexibility and use own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the clinical team to utilise their time in an efficient and effective manner.

Main duties of the job

Provide a comprehensive and high-quality administrative support service undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks. The role will support a range of complex and sensitive administrative functions to ensure the effective and timely access to information for the storage and sharing of information. The post holder will act as the first point of contact for patients, service users and health professionals. Maintain databases and provide reports on the data required. Develop and maintain excellent working relationships with partner agencies.

Detailed job description and main responsibilities

Act as a point of contact, receive and direct patients and visitors on arrival, providing reception services for patients, carers, staff, public, internal, and external customers. Sort and prioritise incoming queries in line with the written guidance. Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken, escalating enquiries as and when required. Provide demographic details of cases when requested. Liaise with colleagues at all levels both within the team and across other agencies and in other organisations to request and compile health information in a timely manner. Responsibility for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of electronic patient records. Responsibility of creating new records and discharging records on the electronic records system. Ensuring the maintenance of the referral pathway process following Service procedures including liaison with other agencies and seeking consent as necessary. Input patient sensitive/confidential information onto patient administration system ensuring accuracy, updating information as appropriate. Record accurate and timely contact notes with patients on electronic record in line with Trust record keeping policy. The post holder will propose any necessary changes of local protocols to aid service improvement, and to ensure that all standard operating procedures and guidance documents are kept up to date. Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment. Produce statistics, documents and reports using various computerised systems as appropriate for example data relating to key performance indicators. To highlight any operational concerns regarding administrative systems so that they can be reviewed. Work closely with clinical and operational teams to ensure that rotas are up to date and shared with the appropriate person. Participate in all necessary mandatory and targeted training to update skills and knowledge. Maintain comprehensive electronic health records as per standard operating procedures. Deal with all communications/correspondence confidentially as per Information Governance Policy and information sharing guidance. Supervision of other administrative support staff. To ensure the creation of new clinical records. Facilitating and contributing to meetings including booking meeting rooms, arranging refreshments, taking, and circulating notes and agendas as necessary. Meetings include but not limited to MDT meetings and service / team meetings. Support diary management as required. To work with others to plan ahead and manage diary commitments ensuring equal balance and best use of time for meeting commitments. To participate and be engaged in service improvement initiatives/ activities to enhance quality of patient care. For example, participation in task and finish groups. The post holder shall as necessary, provide cover for and undertake duties of absent colleagues. The post holder shall follow all the policies and procedures of the organisation.