Team administrator

Job overview

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• Midlands Partnership University NHS Foundation Trust
• North Staffordshire Combined Healthcare NHS Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board

The administrator will provide confidential and efficient reception duties, secretarial and administrative support to the Early Years team.

The post holder will be required to work on his/her own initiative and demonstrate a willingness to help others and be a key member of the teams.  The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post, Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations. The post holder will be required to utilise a personal computer for word processing and database management.

Main duties of the job

Main duties and responsibilities

Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary including Social Services, Education Welfare, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and ensure suitable follow up.

Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining databases.

Maintain an effective office support system including filing, photocopying, scanning and reception duties

To support the team with the allocation of work, including letters to parents and population of staff diaries.

To oversee the security of the building, arranging fire alarm testing, welcoming visitors and ensuring sign in process is adhered to.

To collate and analyse data relevant to service need which may include DNA (WNB) rates, referral rates, training compliance, unoutcomed appointments.

Liaising with patients’ relatives/carers to offer appointment dates.  Undertake all follow up action including arranging appointment, confirming in writing, booking room, notifying clinicians involved and updating Trust Information systems.

Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements

Maintain Trust / Service databases to meet national DOH. Local, Directorate and Trust targets.

Detailed job description and main responsibilities

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

Main duties and responsibilities

Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary including Social Services, Education Welfare, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and ensure suitable follow up.

Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining databases.

Maintain an effective office support system including filing, photocopying, scanning and reception duties

To support the team with the allocation of work, including letters to parents and population of staff diaries.

To oversee the security of the building, arranging fire alarm testing, welcoming visitors and ensuring sign in process is adhered to.

To collate and analyse data relevant to service need which may include DNA (WNB) rates, referral rates, training compliance, unoutcomed appointments.

Liaising with patients’ relatives/carers to offer appointment dates.  Undertake all follow up action including arranging appointment, confirming in writing, booking room, notifying clinicians involved and updating Trust Information systems.

Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements

Maintain Trust / Service databases to meet national DOH. Local, Directorate and Trust targets.