Oxleas NHS Foundation Trust rGNKMGB5
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Children & Young People (CYP) - Single Point of Access (SPA)
Fixed term post - 37.5 hours per week ( with the opportunity to join bank and apply for internal vacancies)
Base Memorial Hospital or High Point House and other Trust sites
Flexible shifts to cover the SPA operational hours of 8:00am to7:00pm (currently working to 5pm), Monday to Friday.
May include some WFH (after training ) but subject to operational needs.
This post is within an Admin team providing a single point of access support for healthcare professionals, parents, carers and young people.
The Role is in a phone centre environment, as a team dealing with approx. 130 calls a day, whilst carrying out admin duties.
This is a varied role creating referrals, booking appointments, taking messages/dealing with queries, scanning documents, uploading them to the RIO system, sending out reports.
This is a very demanding role - you must have the focus and ability to
switch
back and forth
between
tasks and excellent attention to detail is key.
- Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments.
- To provide reception duties - allowing secure access , preparing clinic rooms for use, maintaining records of key holders and alarm and door codes.
- To respond to incoming calls and emails and deal with enquiries. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant service /clinician.
- To open, sort and scan post and any relevant correspondence for SPA and SCS. Notify the relevant SCS service/clinician of new documents available to view on RIO.
- To scan/upload documents to RIO, using the Trust standards.
- To process new referrals and information, recording appropriate data onto RiO.
- To book appointments, clinics, meetings, and rooms as required for SCS.
- To book interpreter services as required.
- To produce clinic appointment letters, book rooms for group therapy and interpreter services as required.
- To contact service users with reminders for appointments as required.
- To despatch outgoing correspondence via post room, email or DOCMAN as appropriate.
- To input/update information on the database, ensuring quality of data and completeness.
- To check waiting list information and prioritise and action accordingly.
- To record contacts and actions on RIO according to local policies.
- To be the first point of contact for service users via Generic Mail and Call centre.
- To be part of the administrative service to the SCS and CAMHS including management of referrals and booking appointments together with related administration.
- To follow up DNAs, outstanding review appointments and unanswered 14 day letters.
- Successful candidates will demonstrate:
- Sound knowledge of Patient database system such as RIO, PIMMS
- Microsoft Office
- Good communication and Telephone skills
- Ability to cope under pressure
- Ability to communicate effectively both orally and in writing
- Ability to work without direct supervision using own initiative, ensuring productivity is high and targets are met in line with service objectives
- Good time management skills and reliability
- Ability to organise and prioritise workload effectively
- Ability to work effectively as part of a team
- Ability to empathise and deal tactfully with families, service users and colleagues
- Sound understanding of confidentiality and its relation to health care delivery
- Ability to work flexibly and be responsible to changing demands and frequent interruptions
- To record contacts and actions on RIO according to local policies.
- To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy.
- To assist bank or administration support staff in undertaking duties within the team as directed by Admin Team Lead. To support staff in learning office and reception processes and protocols.
- To assist with the caseload administration for SCS clinicians and therapists in the community.
- To prepare information for example, client reports, letters, hard copy records/reports for clinics, in line with local policies and procedures.
- To assist in processing Data Protection and Subject Access enquiries, e.g. photocopying files, at the request of the Admin Team Lead and task co-ordinator, to ensure that all necessary information is provided in an efficient and timely manner.
- To collate, photocopy and distribute reports and other relevant information to parents and professionals, for example, education staff, G.P.s, internal/external agencies following local policies and procedures, ensuring that the appropriate parental consent has been received.
- To despatch outgoing correspondence via post room, email or DOCMAN as appropriate.
- To maintain log of specialist clinical equipment, logging issue and return and tracking and actioning schedule of maintenance and testing of the equipment as appropriate to the location.
- To maintain a log of equipment held by SPA and loaned to service teams e.g. projectors.
- To issue and record on RIO any non returnable equipment and supplies to service users as approved by SCS therapists/clinicians e.g. hearing aid batteries.
- To participate in the organisation and coordination of study days or training (including collating request forms).
- To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.
- To attend courses and statutory training as identified through supervision and PDR.
- To pursue personal development of skills and knowledge necessary for the effective performance and development of the role.
- To work as part of a team and to undertake office or reception duties in the absence of other members of the admin team.
- To book venues for meetings and organise refreshments as requested.
- To take/type minutes of team meetings and distribute information to team members as requested.
- To undertake copy typing and formatting duties to include reports containing terminology relating to therapies, letters, memos and service documents and PPDRs as required.
- To distribute reports, letters, memos, payslips and service documents as required.
- To request and fulfil stationery orders for supplies for SPA and SCS staff business use.
- To photocopy, send faxes and laminate materials.
- To maintain a supply of handouts and leaflets issued to service users e.g. audiogram forms, dietitian pre-assessment food diaries, parental consent forms, service questionnaires, maps, follow up appointment cards, complement slips and all services leaflets.
- To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks.
- To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact.
- To support the Admin Team Lead to maintain records of sickness absence (e.g. recording absence notifications in spreadsheet and emailing appropriate line manager/supervisor).
Children & Young People (CYP) - Single Point of Access (SPA)
Fixed term post - 37.5 hours per week ( with the opportunity to join bank and apply for internal vacancies)
Base Memorial Hospital or High Point House and other Trust sites
Flexible shifts to cover the SPA operational hours of 8:00am to7:00pm (currently working to 5pm), Monday to Friday.
May include some WFH (after training ) but subject to operational needs.
This post is within an Admin team providing a single point of access support for healthcare professionals, parents, carers and young people.
The Role is in a phone centre environment, as a team dealing with approx. 130 calls a day, whilst carrying out admin duties.
This is a varied role creating referrals, booking appointments, taking messages/dealing with queries, scanning documents, uploading them to the RIO system, sending out reports.
This is a very demanding role - you must have the focus and ability to
switch
back and forth
between
tasks and excellent attention to detail is key.
- Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments.
- To provide reception duties - allowing secure access , preparing clinic rooms for use, maintaining records of key holders and alarm and door codes.
- To respond to incoming calls and emails and deal with enquiries. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant service /clinician.
- To open, sort and scan post and any relevant correspondence for SPA and SCS. Notify the relevant SCS service/clinician of new documents available to view on RIO.
- To scan/upload documents to RIO, using the Trust standards.
- To process new referrals and information, recording appropriate data onto RiO.
- To book appointments, clinics, meetings, and rooms as required for SCS.
- To book interpreter services as required.
- To produce clinic appointment letters, book rooms for group therapy and interpreter services as required.
- To contact service users with reminders for appointments as required.
- To despatch outgoing correspondence via post room, email or DOCMAN as appropriate.
- To input/update information on the database, ensuring quality of data and completeness.
- To check waiting list information and prioritise and action accordingly.
- To record contacts and actions on RIO according to local policies.
About us
- To be the first point of contact for service users via Generic Mail and Call centre.
- To be part of the administrative service to the SCS and CAMHS including management of referrals and booking appointments together with related administration.
- To follow up DNAs, outstanding review appointments and unanswered 14 day letters.
- Successful candidates will demonstrate:
- Sound knowledge of Patient database system such as RIO, PIMMS
- Microsoft Office
- Good communication and Telephone skills
- Ability to cope under pressure
- Ability to communicate effectively both orally and in writing
- Ability to work without direct supervision using own initiative, ensuring productivity is high and targets are met in line with service objectives
- Good time management skills and reliability
- Ability to organise and prioritise workload effectively
- Ability to work effectively as part of a team
- Ability to empathise and deal tactfully with families, service users and colleagues
- Sound understanding of confidentiality and its relation to health care delivery
- Ability to work flexibly and be responsible to changing demands and frequent interruptions
- To record contacts and actions on RIO according to local policies.
- To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy.
- To assist bank or administration support staff in undertaking duties within the team as directed by Admin Team Lead. To support staff in learning office and reception processes and protocols.
- To assist with the caseload administration for SCS clinicians and therapists in the community.
- To prepare information for example, client reports, letters, hard copy records/reports for clinics, in line with local policies and procedures.
- To assist in processing Data Protection and Subject Access enquiries, e.g. photocopying files, at the request of the Admin Team Lead and task co-ordinator, to ensure that all necessary information is provided in an efficient and timely manner.
- To collate, photocopy and distribute reports and other relevant information to parents and professionals, for example, education staff, G.P.s, internal/external agencies following local policies and procedures, ensuring that the appropriate parental consent has been received.
- To despatch outgoing correspondence via post room, email or DOCMAN as appropriate.
- To maintain log of specialist clinical equipment, logging issue and return and tracking and actioning schedule of maintenance and testing of the equipment as appropriate to the location.
- To maintain a log of equipment held by SPA and loaned to service teams e.g. projectors.
- To issue and record on RIO any non returnable equipment and supplies to service users as approved by SCS therapists/clinicians e.g. hearing aid batteries.
- To participate in the organisation and coordination of study days or training (including collating request forms).
- To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.
- To attend courses and statutory training as identified through supervision and PDR.
- To pursue personal development of skills and knowledge necessary for the effective performance and development of the role.
- To work as part of a team and to undertake office or reception duties in the absence of other members of the admin team.
- To book venues for meetings and organise refreshments as requested.
- To take/type minutes of team meetings and distribute information to team members as requested.
- To undertake copy typing and formatting duties to include reports containing terminology relating to therapies, letters, memos and service documents and PPDRs as required.
- To distribute reports, letters, memos, payslips and service documents as required.
- To request and fulfil stationery orders for supplies for SPA and SCS staff business use.
- To photocopy, send faxes and laminate materials.
- To maintain a supply of handouts and leaflets issued to service users e.g. audiogram forms, dietitian pre-assessment food diaries, parental consent forms, service questionnaires, maps, follow up appointment cards, complement slips and all services leaflets.
- To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks.
- To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact.
- To support the Admin Team Lead to maintain records of sickness absence (e.g. recording absence notifications in spreadsheet and emailing appropriate line manager/supervisor).
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