Administrator - Community Services inBicester inBicester PUBLISHED THU 12 DEC 2024

PERMANENT

Principal Medical Limited rUSA920e

Principal Medical Limited is looking for an organised and dedicated Administrator to join their Community Services Department in Bicester. The successful candidate will provide vital administrative support, helping to coordinate services that enhance community healthcare. Key responsibilities include managing records, coordinating appointments, communicating with healthcare professionals, and ensuring efficient office operations. The role will also involve managing referrals, allocating workloads, and maintaining accurate information systems.

The Administrator will need to communicate professionally with both internal teams and external contacts, handle enquiries confidentially, and assist in data collation for reporting purposes. Additionally, the post-holder will support the upkeep of non-clinical equipment, contribute to a safe work environment, and take part in personal development opportunities. The role is essential for the delivery of high-quality healthcare services and requires adaptability to meet the changing needs of the organisation.

Principal Medical Limited is seeking a dedicated and organised Administrator to join our Community Services Department. In this role, you will provide essential administrative support, ensuring the smooth and efficient running of services that benefit the local community. As an integral part of our team, you will be responsible for managing records, coordinating appointments, liaising with healthcare professionals, and assisting with general office duties to support the delivery of high-quality healthcare services.

This advert may close earlier than the indicated date if sufficent applications are recieved.

The post-holder will be required to provide operational / administrative support to various teams across the organisation. The post holder will be required to communicate professionally and courteously at all times with both internal and external colleagues.

The two main duties of the role will be as follows:

Assist with the coordination of referrals for our community teams.
Allocate workload according to activity.

About us
Administration Duties:
Provide real time capacity information to referrers of all services using information provided by clinical teams.
Coordinate clinical teams to ensure the most appropriate use of resources based on patient need and geographical location
Maintain contemporaneous information on IT systems with appropriate systems for back up in the event of systems failure to ensure that there is no disruption to service delivery
Access GP clinical systems and other information systems where appropriate to enter read codes, update records on behalf of the teams where necessary
Take telephone messages and relay to the relevant person/team in a prompt, efficient manner
Liaise with General Practitioners, Practice Managers and other staff as appropriate.
Assist in the collation of data for reporting purposes.
Ensure that all non-clinical equipment is fit for purpose and in full working order, and to purchase and manage consumables, ensuring adequate stocks of all necessary items.
Ensure records, information systems and files are maintained accurately, to allow a clear audit trail.
Work safely at all times in accordance with legislation, and in line with company policies and procedures.
Carry out any other appropriate duties as required
Management
Allocate tasks on a daily basis as required as organisational priorities change
Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action
Governance
Assist in the collation of data for reporting purposes.
Ensure that all non-clinical equipment is fit for purpose and in full working order, and to assist the Operations Support Manager to manage consumables.
Work safely at all times in accordance with legislation, and in line with company policies and procedures.
Professional / Ethical Practice
Acting in accordance with Principal Medical Limited (PML) protocols and policies and the Law.
Maintaining confidentiality and communicating patient information in accordance with the Data Protection Act 1998.
Working in a non-judgmental anti-discriminatory way, with regard to the cultural and religious beliefs of individuals and groups.
Working within boundaries of competency and knowledge at all times
Ensure safety of clinical team who may be lone working through monitoring and seeking clarification of signing on and off
Personal Development
Attending staff meetings, team meetings and in-service training as directed
Taking responsibility for his / her own learning and development
Participating in an annual appraisal to identify personal / professional development plan
Taking an active part in learning opportunities and keeps their own personal learning and development portfolio
Taking opportunities to assist other health and social care disciplines
Understanding own position and job within the team
Understanding where to go for support when needed
Participate in the induction of new staff as required
It is the duty of all employees of PML to ensure a safe working environment and safe working practices are maintained at all times.
Staff should be prepared to work at any location within the Company to accommodate the needs of the service.

This job description seeks to outline the key duties and responsibilities of the post holder and is not a definitive document and does not form part of the main statement of terms and conditions. This job will be reviewed periodically and changes may be made in consultation with the post-holder.

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Useful skills for an Administrator - Community Services: Click to view

To work as an Administrator in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often sought after in administrative roles:

Technical Skills:

1. Computer Literacy: Proficiency in using word processing, spreadsheet, and presentation software (e.g., Microsoft Office Suite: Word, Excel, PowerPoint).

2. Data Entry and Management: Ability to accurately enter and manage data in databases and other systems.

3. Organisational Software: Familiarity with tools like project management software (e.g., Trello, Asana), email clients, and calendar management systems.

4. Basic Financial Skills: Understanding of budgeting, invoicing, and basic accounting processes may be advantageous.

5. Record Keeping: Ability to maintain and manage physical and digital filing systems.

Soft Skills:

1. Communication Skills: Strong verbal and written communication skills for effective interaction with colleagues, clients, and stakeholders.

2. Attention to Detail: A keen eye for detail to ensure accuracy in documentation and tasks.

3. Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.

4. Problem-Solving: Capability to identify issues and provide practical solutions.

5. Teamwork: Willingness to work collaboratively with others in a team environment.

Interpersonal Skills:

1. Customer Service: Skills in dealing with clients and providing excellent service when required.

2. Professionalism: Maintaining a professional demeanor within the workplace.

3. Adaptability: Flexibility to adapt to changing situations and demands.

Additional Considerations:

- Experience: Previous administrative experience can be beneficial, although entry-level positions may not require extensive experience.

- Qualifications: While not always necessary, having relevant qualifications (such as an NVQ in Business Administration or similar) can be advantageous.

- References: Good references from previous employers can enhance your application.

Continuous Learning:

- Staying updated with new technologies and software commonly used in administration can also be beneficial for career advancement.