Administrator

Job overview

An opportunity has arisen for a motivated and enthusiastic person to join the Falls Assessment and Education Service as an administrator.  The FAES service is a small team of Specialist Clinicians and Health & Exercise Practitioners who serve the population of Gloucestershire to reduce the risk of falls and to raise awareness of falls prevention.

This post is for 18.75 hours to join our current part-time administrator.  Ideally we are looking for the successful candidate to be available on a Tuesday, Wednesday and Friday, although we can offer some flexibility on this.  The post holder will be required to work both from our base at Invista and also at Cirencester hospital.

We are looking to appoint a reliable and organised individual with an administrative background, with a great eye for detail and a warm and friendly telephone manner.  You will be part of a friendly, supportive team, managing your own workload in order to support the effective delivery of the service.

Main duties of the job

• To provide effective administrative support to the multi disciplinary team.
• To be the main point of contact for people accessing both the assessment service and the public education aspects of the service. This will involve providing non-clinical advice and information related to referrals and appointments.
• To adopt a constantly flexible team working approach to ensure that all individual and team objectives are completed efficiently and within given timescales
• To be able to plan and have responsibility for own work by developing an understanding the flow of work/priorities through the service

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Detailed job description and main responsibilities

• To provide effective administrative support to the multi disciplinary team.
• To be the main point of contact for people accessing both the assessment service and the public education aspects of the service. This will involve providing non-clinical advice and information related to referrals and appointments.
• To develop a thorough understanding of the service and processes used including referral and treatment pathways and links with other services.
• Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes ie lack of capacity
• Efficiently use SystmOne (patient database) and other databases to record and track the patient’s treatment pathway including, clinic appointments and outcomes.
• Efficiently use appropriate systems to collect, collate and report data and information in an accurate format (e.g. Microsoft Excel, Word, PowerPoint).
• To produce quality typed work to produce letters, reports etc. To ensure that all communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.
• Support with planning and recording of clinics and ensure accurate and any updated information is available to the team within a timely manner.
• Actively support team meetings, taking notes that are accurate, well written and presented, and effectively distributed in a timely manner.
• Communicate effectively with a wide range of people including colleagues and members of the public, ensuring at all times that a professional approach is presented.
• To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.