Administrator for Milton Keynes SPA

Job Overview

We are currently seeking multiple administrators to work within a single point of access. The ideal candidate will have call handling experience together with a broad range of administrative experience. . You will be required to work within the administration team supporting the smooth running of the single point of access and undertaking administrative requirements for Adult Community Service teams such as District Nursing, Virtual Ward and Specialist Services.

This role includes;

• Receiving and dealing with phone calls/ referrals/ messages received via the single point of access.
• General word processing
• Updating and management of databases
• Assisting with generating reports
• Organisation of training
• General filing /ordering etc
• Obtaining telephone feedback from service users
  
  

The hours of work are Part time between the hours of 22.5 and 30 hours per week seven days a week including weekends.

The post holder will work as part of the CNWL – Milton Keynes Single Point of Access for Community Adult Health Services.

Main duties of the job

• Answering phone calls to the SPA, dealing with general enquires from clients, GPs and other services, in a courteous and proficient manner to ensure a high standard of service is maintained directing callers to clinical staff when appropriate.
• Monitoring referrals via emails and electronic tasks.
• Creation, updating and maintenance of clinical records in line with Information Governance, Service and Clinical System guidance.
• Production of information packs where required for the service lines.
• General administrative tasks such as copy typing, scanning, faxing, photocopying and printing etc.
• Entering data onto the clinical computer system relating to children a
• Making telephone calls to external and internal people as required
• Dealing with internal and external post and emails on a day to day basis
• Answering/dealing with queries, both face to face and via the telephone, take messages and pass them on to the relevant member of staff in an appropriate and timely manner.
• Ordering of supplies, receipting of goods and processing of documentation to ensure financial processes are followed.
• To maintain strict confidentiality at all times
• To be a flexible and supportive member of the team and provide appropriate cover as and when required
• To maintain at all times a professional manner and appearance
  
  

Working for our organisation

CNWL Milton Keynes serves a population of around 230,000 and is a unique organisation with a well established relationship with the unitary authority and Milton Keynes Hospital. CNWL is recognised locally, nationally and internationally for providing high quality, innovative healthcare.

The Community Nursing service is developing within this dynamic and proactive climate working within a culture of collaboration and joint working with social service, acute and intermediate care. We offer on-going professional development and have a challenging agenda for the years ahead, which means that we are an exciting organisation to join.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Detailed Job Description And Main Responsibilities

• Answering phone calls to the SPA, dealing with general enquires from clients, GPs and other services, in a courteous and proficient manner to ensure a high standard of service is maintained directing callers to clinical staff when appropriate.
• Booking appointments for clinical staff and maintaining records, electronic and paper which may be required by the operational teams, this information may be confidential and of a sensitive nature.
• Receiving referrals to the service and allocating work to teams and individual clinical staff based upon agreed allocation tools.
• Creation, updating and maintenance of clinical records in line with Information Governance, Service and Clinical System guidance.
• Production of information packs where required for the service lines.
• General administrative tasks such as copy typing, scanning, faxing, photocopying and printing etc.
• Entering data onto the clinical computer system relating to children and parents to an accurate and acceptable standard. This includes recording and logging clinical data, appointments, demographic information updates and other data as required.
• Making telephone calls to external and internal people as required
• Dealing with internal and external post and emails on a day to day basis
• Answering/dealing with queries, both face to face and via the telephone, take messages and pass them on to the relevant member of staff in an appropriate and timely manner.
• Ordering of supplies, receipting of goods and processing of documentation to ensure financial processes are followed.
• To organize and maintain inventories of office and clinical equipment, and organization of calibration processes.
• Assisting with meeting arrangements and helping to co-ordinate information relating to these as required.
• Attend and take part in team meetings & regular reviews with line manager etc.
• To prepare for and attend assessment meetings and participate in relevant training programmes as required by the Trust.
• To maintain strict confidentiality at all times
• To be a flexible and supportive member of the team and provide appropriate cover as and when required.
• To carry out any other duties to meet the demands of the service as required
• support the clinical staff within the clinic settings ensuring that attendance registers are maintained on clinical records systems.
• Work within the Milton Keynes Safeguarding code of practice and procedures.
• To maintain at all times a professional manner and appearance
• Have an awareness and understanding of infection prevention and control matters relating to children and young people
  
  

Person specification

Qualification

Essential criteria

• Good level of general education to pass levels for GCSE/O Level or equivalent (to include Mathematics and English)
• Evidenced Computer skills and relevant qualifications or demonstrable experience.
  
  

Desirable criteria

• NVQ Level III Business & Administration or equivalent experience
  
  

Experience

Essential criteria

• Experience of office administration
• Experience of organising and prioritising your own work load
• Experience of working with SystmOne in the management of patient records
• Confident with SystemOne processes and experienced in handling clinical workflows
  
  

Desirable criteria

• Experience of working with the public, in a customer service-based setting.
• Experience of working in the NHS within a community setting.