Intermediate administration services officer

NHS; Gillingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a progressive and innovative service focused on patient care and staff development. As an Intermediate Administration Services Officer, you will play a crucial role in managing sensitive information and providing exceptional customer service. This role offers the chance to work flexibly within a supportive team, ensuring that the needs of patients and healthcare professionals are met efficiently. With opportunities for in-service training and personal development, you can enhance your skills while contributing to a vital healthcare service. Embrace a fulfilling career where your efforts truly make a difference.

Benefits

Flexible Working Arrangements

NHS Pension Scheme

Scottish Widows Group Pension Scheme

In-service Training

One-to-One Supervision

Supportive Team Environment

Qualifications

• Experience in managing confidential information and prioritising tasks.
• Excellent communication and customer service skills are essential.

Responsibilities

• Provide high-level administrative support to clinical services.
• Manage appointments and ensure effective communication with patients.

Skills

Organisational Skills

Communication Skills

Customer Care

Data Management

Time Management

Attention to Detail

Education

A Levels or equivalent

NVQ3 in Business Administration

RSA Stage 3 or equivalent

Tools

Microsoft Office

ECDL Advanced

Job description

Intermediate administration services officer

• Are you an experienced administrator with excellent organisational skills and an eye for attention to detail?
• Are you able to deal with confidential and sensitive information in a timely manner.
• If you answered yes, we've got the perfect role for you!

We are looking for an enthusiastic and motivated senior administrator to work within our care coordination centre:

• experience of interaction with all levels of staff and the public
• previous administrative and organisational experience
• experience of managing and prioritising own workload and working to deadlines

This role is responsible for providing a high level of administrative support to clinical community services.The post holder will be required to deal with highly sensitive information, working towards deadlines and be required to provide excellent customer service to our patients, healthcare professionals and other colleagues.

Other duties will include dealing with a wide range of administrative tasks.

Main duties of the job

• To communicate and manage appointment and clinical related information to ensure the users of the service are the centre of everything we do
• To be able to manage a range of data to enable the service to operate effectively
• To plan, organise and prioritise a range of tasks and activities to make best use of resources in a timely fashion ensuring deadlines are adhered to
• To be the identified as a lead role for the specified admin hub e.g. information governance, asset register, system champion user
• Prepare reports and letters in relation to patient care
• Respond appropriately to enquiries from other services and patients, referring to other members of the team when necessary
• Ensure adequate clinical and office supply stocks available for teams within specified hub
• Produce performance monitoring reports as required/directed by hub lead
• Provide general and administrative support to specified administration hub
• Arrange and support meetings, take minutes and/or action notes
• Monitoring clinic appointments and replacing cancelled appointments with patients who have been contacted and brought forward

About us

So what else?

This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder.

We encourage staff to get involved in exploring new ways of working and service development.

We'll provide well established, in-service training, one to one supervision, and appraisals with regular support.

You'll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly?In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.

The small print

Informal visits can be arranged on request.

We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.

MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.

Job responsibilities

1. Communication and relationship skills

• Deal effectively with internal and external enquiries demonstrating excellent communication and customer care.
• Provide and receive routine information either verbally or written, requiring tact or persuasive skills in order to overcome barriers to understanding.
• Deal with potentially complex, sensitive or confidential enquiries from patients, staff and the public

2. Knowledge, training and experience

• Educated to A level standard or equivalent
• Experience of a range of office procedures
• NVQ3 in business administration / customer care or equivalent
• RSA stage 3 or equivalent
• ECDL advanced desirable
• Accurate and timely copy/audio typing

3. Analytical and judgement skills

• Make judgements involving facts / situations sometimes requiring analysis of information
• Prioritise workload and make appropriate level decisions such as when to escalate and ensure this is done in a timely manner, e.g. telephone messages from staff / patients

4. Planning and organisational skills

• Organise and allocate work, tasks or activities
• Manage diaries, plan meetings, rotas, schedules and clinics
• Work flexibly to maintain cover within the service / organisation
• Produce and maintain effective systems to ensure the service operates efficiently, e.g. planning appointments, time management, patient transport, maintain filing system

5. Physical skills

• Advanced keyboard skills for regular use of computer systems
• Use office equipment, e.g. transcription equipment

6. Responsibility for patient / client care

• Provide non clinical advice and information to patients, carers, relatives or staff either face to face, over the telephone or by other means
• To have the ability to recognise when patients care is a priority and to ensure that patients are given assistance at all times, treating others with courtesy, respect and makes them feel valued

7. Responsibility for policy and service development implementation

• Responsible for ensuring that organisational policies and procedures are adhered to and implemented.
• Contributes to changes and updates of polices / procedures in own area of work.

8. Responsibilities for financial and physical resources

• Manage and ordering of stock / office stationery / equipment
• Maybe required to handle petty cash and patient valuables
• Maybe required to issue / take responsibility for equipment used by self and others

9. Responsibilities for human resources (HR)

• To supervise and co-ordinate the day to day work of new or less experienced staff

10. Responsibilities for information resources

• Create or format databases / spread sheets / publications utilising appropriate IT systems
• Transcribing / copy typing information provided by others
• Formal minute taking
• Management of information either electronic or paper based

11. Responsibilities for research and development (R&D)

• Will be required to undertake surveys and audits when requested in own area of work.

12. Freedom to act

• Plan and organise own workload using own initiative, escalating to manager when required
• Works independently to defined policies and procedures.

Person Specification

Disposition and attitude

• Flexible & adaptable
• Open, honest and transparent
• Treats everyone as an individual

Qualifications/Experience

• A Levels or experience of a range of office procedures
• NVQ3 in Business admin / customer care
• Previous experience of working with a healthcare provider

Special Knowledge/Expertise

• Advanced IT skills to include Microsoft packages
• Proven standard of word processing skills, with a high standard of speed, presentation and accuracy

Practical / intellectual skill

• Ability to organise and allocate work tasks or activities
• Ability to work accurately and efficiently

MCH values

• Being caring and compassionate
• Working in partnership
• Delivering quality and value

Disclosure and Barring Service Check

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