Job description

Job responsibilities

The role will involve working within a small team and main duties are;

Duties and Responsibilities:

• To ensure there is a front line service for all enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal services and partner agencies when necessary.
• The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing;
• To report all unauthorised absences to the Admin Co-Ordinator and to be responsible for the day to day supervision and reporting of sick leave, lieu, annual leave and study leave to the Co-Ordinator and to complete return to work interviews as appropriate.
• To support the Co-Ordinator in the completion of staff personal development reviews;
• To act as the Superuser for the patient electronic computer system;
• To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
• To deal with all internal/external mail and redistribution to relevant department;
• To accept deliveries and ensure these are dealt with promptly;
• To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;

• To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
• Ensure that all copy typing/audio typing of medical reports and general correspondence is undertaken to meet deadlines;
• To report any faults, defects or building defects to the CAFM Helpdesk;
• To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
• Compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises;
• To act as Fire Warden and First Aider to meet legislative requirements.
• To manage and update clinic and meeting rooms availability within the premises and maintain as appropriate;
• To manage, update and maintain clinical diaries as requested;
• To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature;
• To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned.
• To participate constructively in Team Meetings;
• To identify and support staff training and development programmes in liaison with the Admin Co-Ordinator ensuring mandatory training is up to date for self and team;
• Completion of clinic building inspections and audits;
• Completion of clinical waste documentation;
• Carry out appropriate security arrangements for premises which may include locking and alarming of building;
• Maintain register of all keyholders for the premises;
• Security of contents of key boxes for the whole building;
• Maintain petty cash and any income/expenditure items in line with standard financial instructions; i.e. petty cash, sale of supplies; patient travel costs,
• To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location;
• Responsible for the timely submission of requisitions and year end statistics.
• Responsible for maintaining and updating the asset management register within CAFM;
• To adhere to Bridgewater policies and propose changes to working practices in own administrative area.

In addition, the post holder will be expected to carry out any other duties as required, within the remit of their role

Job responsibilities

The role will involve working within a small team and main duties are;

Duties and Responsibilities:

• To ensure there is a front line service for all enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal services and partner agencies when necessary.
• The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing;
• To report all unauthorised absences to the Admin Co-Ordinator and to be responsible for the day to day supervision and reporting of sick leave, lieu, annual leave and study leave to the Co-Ordinator and to complete return to work interviews as appropriate.
• To support the Co-Ordinator in the completion of staff personal development reviews;
• To act as the Superuser for the patient electronic computer system;
• To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
• To deal with all internal/external mail and redistribution to relevant department;
• To accept deliveries and ensure these are dealt with promptly;
• To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;

• To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
• Ensure that all copy typing/audio typing of medical reports and general correspondence is undertaken to meet deadlines;
• To report any faults, defects or building defects to the CAFM Helpdesk;
• To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
• Compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises;
• To act as Fire Warden and First Aider to meet legislative requirements.
• To manage and update clinic and meeting rooms availability within the premises and maintain as appropriate;
• To manage, update and maintain clinical diaries as requested;
• To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature;
• To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned.
• To participate constructively in Team Meetings;
• To identify and support staff training and development programmes in liaison with the Admin Co-Ordinator ensuring mandatory training is up to date for self and team;
• Completion of clinic building inspections and audits;
• Completion of clinical waste documentation;
• Carry out appropriate security arrangements for premises which may include locking and alarming of building;
• Maintain register of all keyholders for the premises;
• Security of contents of key boxes for the whole building;
• Maintain petty cash and any income/expenditure items in line with standard financial instructions; i.e. petty cash, sale of supplies; patient travel costs,
• To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location;
• Responsible for the timely submission of requisitions and year end statistics.
• Responsible for maintaining and updating the asset management register within CAFM;
• To adhere to Bridgewater policies and propose changes to working practices in own administrative area.

In addition, the post holder will be expected to carry out any other duties as required, within the remit of their role

Person Specification

Qualifications

Essential

• 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalents.
• RSA Level II in typing or equivalent.
• NVQ 3 in Business Administration or Customer Care
• ECDL or equivalent

Desirable

• RSA Level III in typing or equivalent.
• Audio typing qualification or proven experience.

Experience

Essential

• Working within a customer facing environment.
• Demonstrable experience in an administrative role.
• Ability to work to and meet deadlines.
• Experience of working in a pressured environment.

Desirable

• Experience of working in a clinic/ office environment.
• Medical Secretarial experience.
• Previous experience of working within the health or social sector.
• Previous experience of using an appointment booking system.
• Previous experience of supervising staff including the carrying out of Personal Development reviews.

Skills and Attributes

Essential

• Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages.
• Motivated and able to work as part of a team.
• Ability to work on own initiative.
• Good organiser of self and workload.
• Excellent telephone manner and excellent customer service skills.
• Diary maintenance both electronic and manual.
• Ability to take and produce meeting notes.
• Ability to prioritise workload and delegate as necessary.
• Exercise judgement when dealing with patient enquiries analyse and resolve patient problems.
• Ability to analyse and interpret data and extract relevant information and report and act on appropriately.

Job Specific Requirements

Essential

• The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs
• Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
• Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made.
• Self-motivated and able to work under a range of pressures.
• Maintenance of confidentiality and diplomacy at all times.
• Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable).

Additional Criteria

Essential

• If you are related to a director, or have a relationship with a director or employee of an appointing organisation, please state the relationship:

Qualifications

Essential

• 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalents.
• RSA Level II in typing or equivalent.
• NVQ 3 in Business Administration or Customer Care
• ECDL or equivalent

Desirable

• RSA Level III in typing or equivalent.
• Audio typing qualification or proven experience.

Experience

Essential

• Working within a customer facing environment.
• Demonstrable experience in an administrative role.
• Ability to work to and meet deadlines.
• Experience of working in a pressured environment.

Desirable

• Experience of working in a clinic/ office environment.
• Medical Secretarial experience.
• Previous experience of working within the health or social sector.
• Previous experience of using an appointment booking system.
• Previous experience of supervising staff including the carrying out of Personal Development reviews.

Skills and Attributes

Essential

• Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages.
• Motivated and able to work as part of a team.
• Ability to work on own initiative.
• Good organiser of self and workload.
• Excellent telephone manner and excellent customer service skills.
• Diary maintenance both electronic and manual.
• Ability to take and produce meeting notes.
• Ability to prioritise workload and delegate as necessary.
• Exercise judgement when dealing with patient enquiries analyse and resolve patient problems.
• Ability to analyse and interpret data and extract relevant information and report and act on appropriately.

Job Specific Requirements

Essential

• The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs
• Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
• Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made.
• Self-motivated and able to work under a range of pressures.
• Maintenance of confidentiality and diplomacy at all times.
• Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable).

Additional Criteria

Essential

• If you are related to a director, or have a relationship with a director or employee of an appointing organisation, please state the relationship:

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 UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, 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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

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 UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, 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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Bridgewater Community Healthcare NHS Foundation Trust

Address

Grappenhall Clinic

Springfield Avenue

Grappenhall

Warrington

WA4 2NW

Employer's website

http://bridgewater.nhs.uk/ (Opens in a new tab)