Team Administrator

Job overview

To support clinical services in providing efficient administration resources to safely manage the daily demand of referrals entering our services and process these referrals with a patient centred approach to the appropriate clinical services.

Provide comprehensive administrative support across various disciplines and services within the organisation, creating correspondence to support clinical services to enable them to function safely, efficiently and effectively.

All duties outlined are appropriate to the grade and the actual duties will be determined by the individual service/team.

Main duties of the job

• Manage the processing of new referrals into the service in accordance with locally defined Standard Operating Procedures.
• This may include registration of new patients onto the Electronic Patient Record (EPR) system and creating new referrals.
• Process referrals appropriately by booking appointments for groups or treatment and clinic appointments as required, arranging cancellation of appointments and rescheduling where requested in a timely manner.
• Manipulation of the Electronic Patient Record system to enter and retrieve patient data as required to support the navigation of referrals
• Managing all incoming telephone calls politely and efficiently, taking messages as required and navigating all calls appropriately in line with the Standard Operating Procedure.
• Always providing a high standard of communication with a patient centred approach
• Communicating effectively with internal and external stakeholders, acting as an ambassador for the organisation when responding to queries by telephone or electronically.
• Preparing documentation in the form of letters and other correspondence as directed by the clinical team in an appropriate format
• Process incoming/outgoing post, taking appropriate action as defined by local Standard Operating Procedures

Detailed job description and main responsibilities

• Sending clinical correspondence as directed to GPs, internal teams, voluntary sectors and other organisations as required using secure methods of electronic communication such as Docman or e-mail and by post.
• Carry out procurement of office supplies, review stationery requirements, order printed stationery and other ad hoc items as required by the team.
• Maintain effective diary management as required by line manager.
• Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by operational procedures
• Undertake the administrative tasks of requesting services including the submission of works tickets and urgent requests for maintenance/estates via the Helpdesk, IT, and Information where appropriate under the direction of the line manager.
• To provide training and mentor junior staff and apprentices with support and guidance from line manager.
• As necessary, be responsible for the administration of petty cash and use of safe in line with Financial Procedures.
• Use and maintain knowledge of current IT systems, support with implementation and development of new systems and information technology as required.
• To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required.
• Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles.
• To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service.
• Comply with and actively promote BCPFT policies and procedures.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.