Clinical Team Administrator inFarnborough inFarnborough PUBLISHED 21 JUL 2024

Job Overview

• Under the supervision of the Community Matron and Team Leader, provide complete administrative support to multidisciplinary community staff, acting as a focal point for prioritising communication and to provide seamless care to patients. Receive and direct referrals to appropriate clinicians in the community and to assist in referring patient to other services and agencies.
  
  

Main duties of the job

• Provide complete administrative support to the Community Nursing Team, to include word processing, filing, e-mails, photocopying, entering data onto the computer and creation of spread sheets, maintenance of staff files, Maintenance of standard operating policy files.
• Under the direction of the Community Nursing Team Leader, provide first point of contact for all communications, to sort, distribute and prioritise incoming mail, emails and telephone calls using judgement and experience to decide which documents are to be passed to the manager and which may be passed to other areas for action and information
• Operate and manage community administration systems mainly using EMIS Web. Knowledge of EMIS Web is vital for this role. Training will be available.
• Maintain diary of appointments where necessary, gather information for clinicians and other administrators manually / electronically
• Arrange meetings, book rooms and equipment where appropriate and respond to changes of circumstances in a timely manner. Take, transcribe and distribute minutes and agendas
• Ensure that patients’ notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained therein is correct, of a high quality of standard and is maintained at all times
• Have sufficient knowledge of equipment and medical conditions, also what patients and professionals require to ensure the efficient running of the service
  
  

Working for our organisation

Frimley Health NHS Foundation Trust provides NHS hospital services for around 900,000 people across Berkshire, Hampshire, Surrey and south Buckinghamshire.

As well as delivering excellent general hospital services to local people, we provide specialist heart attack, vascular, stroke, spinal, cystic fibrosis and plastic surgery services across a much wider area.

We have three main hospitals - Frimley Park in Frimley near Camberley, Heatherwood in Ascot and Wexham Park near Slough.

Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other, Committed to Excellence, Working Together and Facing the Future.

We are also proud to host the Defence Medical Group South East at Frimley Park with military surgical, medical and nursing personnel working alongside the hospital's NHS staff providing care to patients in all specialties.


Detailed Job Description And Main Responsibilities


The post holder will be required to:

• Provide complete administrative support to the Community Nursing Team, to include word processing, filing, e-mails, photocopying, entering data onto the computer and creation of spread sheets, maintenance of staff files, Maintenance of standard operating policy files.
• Under the direction of the Community Nursing Team Leader, provide first point of contact for all communications, to sort, distribute and prioritise incoming mail, emails and telephone calls using judgement and experience to decide which documents are to be passed to the manager and which may be passed to other areas for action and information
• Operate and manage community administration systems mainly using EMIS Web. Knowledge of EMIS Web is vital for this role. Training will be available.
• Maintain diary of appointments where necessary, gather information for clinicians and other administrators manually / electronically
• Arrange meetings, book rooms and equipment where appropriate and respond to changes of circumstances in a timely manner. Take, transcribe and distribute minutes and agendas
• Ensure that patients’ notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained therein is correct, of a high quality of standard and is maintained at all times
• Have sufficient knowledge of equipment and medical conditions, also what patients and professionals require to ensure the efficient running of the service
• Work flexibly across the locality where and when required
• Perform ad hoc duties as and when requested by managers. To be aware that we are all working in a changing environment and therefore to be prepared to change working practices, should this be required, to promote a more efficient use of resources or better patient care
• Establish and maintain a well-organized and effective administrative service able to meet the needs of the service users and staff
  
  

Person specification


Qualifications


Essential criteria

• GCSE Maths & English Pass 1-3, RSA 11 Word processing or equivalent or evidence of this standard, NVQ 2 in Business Administration or equivalent or evidence of this standard
  
  

Desirable criteria

• NVQ 3 in Business and Administration/ECDL Qualification
  
  

Experience


Essential criteria

• Evidence of good administrative, organisational and planning skills
  
  

Desirable criteria

• Working knowledge of the NHS and/or community nursing
  
  

IT Skills

Essential criteria

• Up to date computer and keyboard skills and working knowledge of computer based packages
  
  

Desirable criteria

• Good working knowledge of EMIS/EMIS Web
  
  

Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. As a well performing, well led and ambitious Foundation Trust, we have exciting times ahead of us. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.

We are proud of the ambitions laid out in our strategy, Our Future FHFT, including our vision to be a leader in health & wellbeing, deliv