Administrator-Surrey Downs H&C (NHS AfC: Band 3) - Surrey Downs Health & Care - Surrey Downs He[...]

Surrey Downs Health and Care; Leatherhead; On-site; GBP 25,000 - 27,000; Full time

Job description

Main area Surrey Downs Health & Care

Grade NHS AfC: Band 3

Contract Permanent

Hours Full time - 37.5 hours per week (09:00-17:00, Monday-Friday)

Job ref 343-SDH&C-7131079

Employer Surrey Downs Health and Care

Employer type Public (Non NHS)

Site Leatherhead Community Hospital

Town Leatherhead

Salary £25,883 - £26,958 Per Annum Pro Rata inc Fringe HCAS

Salary period Yearly

Closing 24/04/2025 23:59

Surrey Downs Health and Care

Administrator-Surrey Downs H&C

NHS AfC: Band 3

Job overview

Surrey Downs Health & Care

Are you looking to work within a team that is contributing to team management and the development of innovative practice: to be responsible for the assessment of care needs and the development, implementation and evaluation of holistic care packages?

At Leatherhead PCN, we are a friendly and very supportive team where we develop strong relationships and inspire each other. We understand the importance of diverse life commitments and offer roles that will suit you.

Whether you are seeking career progression, focusing on family care, or want to work with outstanding colleagues, we provide flexibility and support.

Do you aspire to work with a brilliant team like this? If so, then you must join us.

Main duties of the job

Provide a high quality efficient administration service to clinicians, team leaders and clinical managers across services within their site to support the smooth running of clinical services.

Provide a high quality customer care first point of contact service. This may involve the delivery of reception or telephone helpline services as well as in the support of clinicians to co-ordinate their clinical workload.

Provide day to day co-ordination of a small delegated team of administrators delivering specific services such as clinic reception, hospital out-patient clinic reception, ward admissions, general administration, as appropriate to the business unit.

Provide support with patient experience activities. Supporting development/update/distribution of patient leaflets within clinical services and liaison with clinical teams to ensure timely information is provided for complaints responses.

Support to the Communications team, including simple updates on the intranet and Surrey Downs Health and Care’s (SDHC) website (training will be given); and supporting communications campaigns (e.g. helping with materials such as posters).

Contribute to the review & evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made.

Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working.

Detailed job description and main responsibilities

Principle Duties to include:

• Maintain a general knowledge base of services and activities delivered on the site.
• Maintain a detailed knowledge base of specified services operated on the site.
• Co-ordinate the day to day administrative activities of the clinic reception, hospital out-patient clinic reception, ward admissions or general administration Co-owners, as delegated.
• Support and assist in the development of the administrators undertaking the roles within area of responsibility.
• Be the non-clinical point of contact for patients, carers and others utilising and visiting the site services, managing any enquiries, problems or concerns when required.
• Respond to and manage unexpected events occurring within site/front of house.
• Support cover on reception at own or other sites within the business unit, if required to do so.
• To act as triage for telephone calls and respond or cascade as appropriate.
• Forwarding messages to the appropriate person via a range of transmission options based upon the urgency and type of response required to the enquiry.
• Co-ordinate the smooth day to day function of the site including setting up of clinic, meeting, training and education rooms.
• Undertake the booking, cancellation and rebooking of appointments for the range of clinical services operated on the site.
• Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate.
• Complete administrative tasks for the range of services operating on the site including patient data processing, typing, minute taking, agenda preparation, data entry, filing, photocopying, scanning etc., as agreed and required.
• Participate in the archiving process for clinical records produced by the clinical teams, and the transfer of records storage to IT systems, where possible.
• Input, retrieve, monitor and manage data from a variety of IT systems, liaising with internal and external colleagues to ensure efficiencies in service delivery.
• Deliver and supervise to ensure the delivery of clinical service specific business essential processes and tasks as delegating tasks.
• Deliver delegated complex tasks, including documents and reports with tables, charts etc., as a regular or routine business essential task.
• Support clinicians in their skills gain to use IT systems, problem solving and demonstrating functionality as required.
• Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.
• Monitor stock supplies of paperwork, stationery, stock, etc. in clinical team offices that is used on a daily basis and maintain appropriate levels to meet clinician’s needs.
• Prepare monthly data, reports and audit information as required.
• Contribute towards the maintenance of evidence required for the continued compliance to the Care Quality Commission standards and associated regulations.
• To take responsibility of own delegated workload and support colleagues as and when needed to ensure work flow is not disrupted.
• Contribute to the development and implementation of new policies and procedures for the area of responsibility.
• Supporting development/update/distribution of patient leaflets within clinical services; distributing, collecting and scanning patient surveys; some basic analysis of results to support clinical teams.
• Liaison with clinical teams to ensure timely information is provided for complaints responses and capturing actions/learning taken within services following complaints.

Person specification

Skills & Abilities

• Good written and verbal communication
• Ability to work effectively as part of a team, valuing contributions from team members
• Ability to provide quality care that is responsive to patient’s/ client’s needs and to work in partnership with patients and clients and other agencies
• Ability to work with changing priorities
• Able to apply a proactive approach
• Knowledge and experience of using EMIS
• Knowledge and experience of using DART

Qualifications

• Evidence of personal development

Experience

• Experience and knowledge of working in an administrative role
• Knowledge of using basic IT skills