Administration Assistant

East of England Community Health and Care NHS Trust; Heacham; On-site; GBP 21,000 - 27,000; Full time

Job summary

East of England Community Health and Care NHS Trust is seeking an administrator to support iCaSH reception, front of house and general clinical administration.

You will be the first point of contact for patients and visitors, manage appointments, record-keeping, mail handling, scanning, and updating patient demographics in the clinical system.

The role requires adherence to information governance, confidentiality and safeguarding policies and participation in audits and service improvements.

Responsibilities

• Act as the first point of contact to patients and visitors, ensuring enquiries are dealt with in a welcoming, friendly, efficient and professional manner.
• Maintain accurate patient records (manual and electronic) in line with policy.
• Handle mail and room bookings; assist with archiving of clinical notes.
• Scan relevant documents to the electronic patient record and update patient demographics in the system.

Job description

Job Purpose

To provide reception, front of house, call taker, appointment manager and additional clinical support duties and a wide range of administrative support functions to the iCaSH service clinical and non-clinical teams.

Main Duties and Responsibilities

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry. Maintain accurate patient records both manual and electronic in accordance with the organisations Record Keeping Policy. When required receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time. When required, take bookings for meeting rooms. Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy. Provide administration support to the iCaSH Service secretaries if required. Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes. Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record. Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes. Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.

Key working relationships

The general public including patients and their families if appropriate Head of iCaSH Services iCaSH Service Manager Clinical Nurse Manager Deputy Operational Site Lead Service Support Lead Administration Team iCaSH Locality Team iCaSH Clinical Team iCaSH Medical Team Other East of England Community Health and Care employees iCaSH/EEC Subcontracted Services External/Third party organisations

Budgetary Responsibility

Contribute to the financial delivery and sustainability of the department objectives. Support with stock control and ordering as required.

People Management

Maintain own professional development and participate in The Trusts appraisal and KSF process. Participate/support in clinical audit, service development and research projects if required.

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act. Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies. The post holder must adhere to the Trust risk assessment and risk management processes. The post holder must adhere to infection prevention and control policies and procedures. Undertake mandatory training and any other training relevant to the role as required by East of England Community Health and Care NHS Trust. The post holder should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required. The post holder is required to participate in relevant emergency preparedness process for their team.

General Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility. There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care. Safeguarding means protecting a citizens health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care. Those most in need of protection include: Children and young people Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities The post holder must at all times carry out his/her duties with regard to East of England Community Health and Care NHS Trust Equal Opportunities Policy. To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff. All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

Equal Opportunities Statement

East of England Community Health and Care NHS Trust is committed to the fair treatment of its staff, potential staff or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.

Compliance

This post holder will be subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure and Barring Service to be made to check for any previous criminal convictions.