Administrator - Adult Community Services inGodalming inGodalming PUBLISHED 16 MAY 2024

Job summary

To provide comprehensive administrative support to the CCC ensuring that work is prioritised according to need and the office environment is efficiently managed. Manage referrals into Adult Community Services and along with clinical support ensure onward referral to the appropriate Adult Community Service.

Main duties of the job


KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

• Plans and manages own work load on a daily basis

• Ensures an accessible and facilitates a responsive service for patients and referrers to Adult Community Services
• Acts as the first point of contact for patients and referrers, responsible for managing telephone calls and emails, dealing with all enquiries, maintains detailed messages on electronic system and escalates to clinical staff as required
• Displays courteous, efficient and robust lines of communication between patients, community staff and other clinicians / external stakeholders e.g. community hospitals, voluntary sector, GP practices, hospitals, hospice,
• Disseminates service information to staff across the relevant team / designated area as requested using various means of communication: telephone, letter, e-mail, face to face meetings
• Books patient appointments / visits and patient transport booking as required using electronic EMIS syste

About us

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.

We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC.

Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.


Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.


A video about the Royal Surrey - www.jobsincare.com/job/jwbRJiil description

Job responsibilities

• Maintains filing systems, ensuring unnecessary papers are disposed of in line with policy and information governance requirements
• Maintains up to date information on training and dates of training for all staff within the team / designated work area
• Reports all complaints, hazards, near miss incidents, incidents and accidents and escalates to line manager / clinical lead in a timely manner
• Utilizes electronic systems and databases as relevant
• Maintains data bases and reports at all times by entering data / patient information in a timely manner
• Troubleshoot any day to day problems within the team / service e.g. liaising with Information Technology providers to ensure seamless IT systems
• Provides IT and other support to other staff as required, including new members of staff during induction
• Regularly reviews systems of work, suggests and develops new ways of working to improve efficiency
• Undertake own annual appraisal and attends all mandatory training as required for the role
• Accesses regular 1-1s with line manager
• Networks across the service and liaises with other administrators
• Assists and supports Service Manager and Clinical Lead in ensuring all administrative functions lead to a community nursing service that serves its patients by providing the best possible care, and is highly respected by patients, carers and professional partners

AD HOC DUTIES

• Prepares and maintains meeting agendas and minutes, letters, interview packs and reports of a confidential nature
• Arrange meetings, venues as requested, invites attendees, prepares and stores signing in sheets
• Manages and distributes incoming and outgoing post / mail
• Supports the administration of multidisciplinary / hand over meetings, including ensuring the availability of appropriate patient records, preparation and distribution of agendas and associated papers, minute taking and recording follow up actions, adhering to patient confidentiality and Information Governance requirements throughout
• Ensures notice boards have current and relevant information displayed and that meeting agendas, minutes etc. are available to all staff in the team in a variety of sources e.g. by email, stored on the shared IT drive, printed
• Support clinical staff with archiving and filing in line with Information Governance requirements, ensuring that only relevant paper is kept on site
• Updates and maintains various excel spreadsheets including, positive reporting forms, safety thermometer spreadsheet across the wider team / designated area
• Awareness of budgetary issues, the effective and safe use of resources and is responsible for general stock ordering including, stationary and clinical equipment and checks all delivery notes against orders.
• Support audits through undertaking data collection as required and within specified time scales, analyzing and summarizing findings where this has been requested
• Oversees parking permits, uniforms, etc.
• Follow up and log medical devices / equipment annual review / testing

Job description
Job responsibilities

• Maintains filing systems, ensuring unnecessary papers are disposed of in line with policy and information governance requirements
• Maintains up to date information on training and dates of training for all staff within the team / designated work area
• Reports all complaints, hazards, near miss incidents, incidents and accidents and escalates to line manager / clinical lead in a timely manner
• Utilizes electronic systems and databases as relevant
• Maintains data bases and reports at all times by entering data / patient information in a timely manner
• Troubleshoot any day to day problems within the team / service e.g. liaising with Information Technology providers to ensure seamless IT systems
• Provides IT and other support to other staff as required, including new members of staff during induction
• Regularly reviews systems of work, suggests and develops new ways of working to improve efficiency
• Undertake own annual appraisal and attends all mandatory training as required for the role
• Accesses regular 1-1s with line manager
• Networks across the service and liaises with other administrators
• Assists and supports Service Manager and Clinical Lead in ensuring all administrative functions lead to a community nursing service that serves its patients by providing the best possible care, and is highly respected by patients, carers and professional partners

AD HOC DUTIES

• Prepares and maintains meeting agendas and minutes, letters, interview packs and reports of a confidential nature
• Arrange meetings, venues as requested, invites attendees, prepares and stores signing in sheets
• Manages and distributes incoming and outgoing post / mail
• Supports the administration of multidisciplinary / hand over meetings, including ensuring the availability of appropriate patient records, preparation and distribution of agendas and associated papers, minute taking and recording follow up actions, adhering to patient confidentiality and Information Governance requirements throughout
• Ensures notice boards have current and relevant information displayed and that meeting agendas, minutes etc. are available to all staff in the team in a variety of sources e.g. by email, stored on the shared IT drive, printed
• Support clinical staff with archiving and filing in line with Information Governance requirements, ensuring that only relevant paper is kept on site
• Updates and maintains various excel spreadsheets including, positive reporting forms, safety thermometer spreadsheet across the wider team / designated area
• Awareness of budgetary issues, the effective and safe use of resources and is responsible for general stock ordering including, stationary and clinical equipment and checks all delivery notes against orders.
• Support audits through undertaking data collection as required and within specified time scales, analyzing and summarizing findings where this has been requested
• Oversees parking permits, uniforms, etc.
• Follow up and log medical devices / equipment annual review / testing

Person Specification

Qualifications

Essential

• Good standard of education up to A level or equivalent experience
• High level of IT skills, including advanced use of Microsoft Office packages and good understanding of computer data processing

Experience

Essential

• Extensive experience of spreadsheet, database, email and presentation computer packages
• Previous experience of working within an office environment

Knowledge

Essential

• Good level of competency in word processing and data entry, together with advanced keyboard skills
• Good working knowledge of administrative and secretarial practice

Person Specification
Qualifications

Essential

• Good standard of education up to A level or equivalent experience
• High level of IT skills, including advanced use of Microsoft Office packages and good understanding of computer data processing

Experience

Essential

• Extensive experience of spreadsheet, database, email and presentation computer packages
• Previous experience of working within an office environment

Knowledge

Essential

• Good level of competency in word processing and data entry, together with advanced keyboard skills
• Good working knowledge of administrative and secretarial practice

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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

Royal Surrey NHS Foundation Trust
Address

Milford Community Hospital

Tuesley Ln

Godalming

GU7 1UG

Employer's website