Secretary/Administrator

Job overview

An opportunity has arisen for Band 3 Secretary/Administrator to join our Therapy & Specialists Hub within Community Care Services at Mersey Care NHS Foundation Trust.

This role provides a comprehensive, high‑quality administrative and support to AHP & Therapy services, and is expected to work independently on a broad range of administrative tasks, support clinical teams and patients, maintain records and systems,

Main duties of the job

Organise clinic appointments.

Ordering supplies and supporting local administrative systems and processes.

Maintaining electronic patient records and ensuring confidential information is recorded accurately.

Handling telephone, email and general enquiries, ensuring messages are passed on and actions completed appropriately.

Support patient record documentation and associate tasks such as appointment letters/ discharges.

Detailed job description and main responsibilities

1Act 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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.