HealthJobsUK

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• Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
• To provide and receive complex and sensitive information using tact and diplomacy.
• To act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spread sheets and making sure all administration processes for each referral are adhered to with speed and fluency.
• To create/accept referrals within the S1 platform and highlight for clinical triage. To assist with onward referrals to other teams.
• To monitor S1 wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals’ diaries.
• To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.
• Maintain service line databases for record keeping, ensuring accurate reporting.
• Complete regular archiving of patient notes in line with trust policies and procedures.
• To act as Subject Access Coordinator for the service, attend required training, and follow the Trust’s policies and procedures.
• To provide administration support for service line clinicians
• To undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including via dictation software.
• To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
• To maintain and monitor stock as required and use set processes for ordering of goods/supplies.
• To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.
• To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne
• To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other.
• To assist with the training of new staff members and bank staff as and when necessary.
• To co-ordinate, monitor and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable).
• To support service lead with Healthroster, including recording of annual leave, absence, or sickness, printing and distribution of rotas where necessary (if applicable).
• To organise, attend and contribute to the departmental and service meetings, which may include room/venue booking, distribute agendas, take and distribute minutes, and action any decisions made by the team as appropriate.
• To support in the planning and arrangements for team away days, training sessions etc.
• To undertake ad hoc or specific project work as requested.
• To produce training packs, certificates, forms and presentations as requested by the clinicians/team lead.
• To support the maintenance of any of the team’s clinical equipment as needed, including liaison with BCAS for yearly checks.
• To support the logging of complaints/compliments and incidents on Datix.
• To be familiar with and to work within CNWL policies related to the function of administration and your responsibilities as an employee.
• To be able to meet deadlines and to manage time effectively
• To be able to work on own initiative and undertake work which does not require checking as a matter of routine
• Regularly review administration processes, procedures and office systems to ensure effectiveness and efficiency.
• Be forthcoming with ideas, changes or new initiatives for improvements to policy, guidance, departmental procedures, systems and ways of working for improvement in service quality and delivery.
• To support the operational team and provide Reception cover at designated base as requested by the Health Centre Administration Lead for lunch breaks and sickness.
• To undertake all mandatory and supplementary training in line with policies.
• To undertake Nominated Officer of Fire (NOF) training and ensure all procedures are followed as per the Trust Policy. 
• To undertake First Aid training as required by Line Manager