Job Description
Band 3 Administrator
To provide an effective and efficient administrative and clerical service to the Service. S/he will be expected to work flexibly within the administrative team and contribute to the smooth functioning of the systems underpinning service to service users.
The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative.
To be responsible for providing day to day administrative support to the service.
The post holder will be required to work on their own initiative and to liaise effectively with a broad range of professionals and to maintain client confidentiality.
To work alongside and to cover, when appropriate other administration staff across several locations within the Directorate.
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations
- To ensure that all incoming post is date-stamped and distributed to the appropriate persons and that out-going mail is sorted according to internal, external departments and relevant agencies.
- To receive all incoming calls to the Service and deal appropriately in a courteous and helpful manner.
- Reception duty as required across the service, including other sites within the Community Services.
- To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance when required.
- To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
- To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
- To manage the diary and appointments system and inform clinicians of their appointment arrivals.
- To ensure that staff have filled in their diary and updated the appointment system.
- To co-ordinate and oversee room bookings and report any problems as appropriate.
- To type up correspondence when required.
- To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc. are kept up to date in line with record keeping policies.
- To undertake the in-putting of activity data on to the appropriate patient information systems, (RiO, EMIS, CareFirst).
- To open, close and archive patient files as appropriate in line with recording keeping policies.
- To book interpreters and translators for client’s appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc. available for colleagues and service users.
- To update patient information on files and on IT database systems, including EMIS & RiO. Ensuring data quality is monitored and any concerns raised
- To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating, as required.
- To provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
- To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
- To receive regular one to one and team supervision from the line manager.
- As a service team member, to work flexibly in order that essential priority tasks are covered and dealt with.
- To use information technology for a range of purposes.
- Call, report and log maintenance issues.
- To have excellent verbal, written and communication skills.
- To induct new staff to reception, filing and administration systems
- To have the ability to remain calm and sensitive in difficult and stressful situations
- To provide administration support to community services as required
- To undertake professional and personal development as agreed with line manager and participate in regular supervision and appraisal.
- To attend appropriate IT and administrative training courses
- To attend staff administration and team meetings.
- Adopt and implement agreed service developments in line with the Directorate and Trust objectives.
- Responsible for own personal development
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