About this role
Job summary
Band 3 Administrator - Supporting Community Nursing Services
We are looking for enthusiastic administrators to join our Administration Service, providing high-quality support to Community Nursing Services. As part of an integrated administration team, you will work closely with clinical colleagues to support the coordination and delivery of care for patients in their own homes.
Our administrators play a key role in enabling clinical teams to deliver effective care. You will contribute to the smooth running of services, helping to ensure patients, families, and healthcare professionals receive a responsive and effective service.
Community Nursing Services operate seven days a week, and our administrative teams are vital in supporting continuity of care across the service. Working patterns are based on service requirements.
We have multiple opportunities available across the following locations:
Goldsworth Park Health Centre Part-time opportunity (Monday to Wednesday 10:00am-6:00pm) Staines Health Centre Full-time opportunities with shift patterns typically 8:00am-4:00pm and 10:00am-6:00pm Walton Community Hospital Full-time opportunities with shift patterns typically 8:00am-4:00pm and 10:00am-6:00pmBoth full-time and part-time opportunities are available. Please indicate your preferred location(s) within your application . Shift patterns will be discussed during the recruitment process and allocated in line with service requirements.
Main duties of the job
Please note that Visa sponsorship is not available for this position. Candidates must possess valid UK right-to-work documentation.
As part of the Administration Team, you will provide comprehensive support to the Community Nursing Services. This is a varied where you will work closely as a wider team with the Community Nurses to help deliver safe, effective and timely patient care.
What We're Looking For:
The successful candidate will have excellent organisational and communication skills, strong attention to detail, and the ability to manage competing priorities in a busy environment. You will be confident using a range of IT systems.
We are looking for someone who:
Has previous administration experience, ideally within a healthcare setting. Demonstrates excellent customer service and communication skills. Has strong IT and organisational skills. Can work independently and as part of a supportive team. Has a proactive, flexible and positive approach. Is committed to delivering a high-quality service and improving the patient experience. Working Pattern:
These posts are based at the locations listed above. The Community Nursing Administration support continues to evolve to meet patient needs. Flexibility is required to support future service developments, including weekend working.
About us
CSH Surrey are part of the NHS and are Surreys longest established NHS community services provider, so our employees get NHS pay and pensions, and also receive the Fringe High-Cost Allowance of 5%.
Our staff enjoy excellent training and development opportunities, including the care certificate, apprenticeships, numeracy and literacy courses, access to the Nursing Associate programme, and a wide variety of management and leadership courses and programmes.
We CARE about our staff though through our values of Compassion, Accountability, Respect and Excellence. Our active employee council called The Voice, elect employee representatives to ensure colleagues' voices are heard at Board level. CSH is a diverse organisation, if you are a passionate, person-focused individual then apply to join CSH Surrey today!
We welcome candidates from all backgrounds who meet the essential criteria of the job you are applying for and if you require any reasonable adjustments, please contact the named individual for this advert, or our recruitment team.
Job description Job responsibilities
Please review the uploaded Job Description for the full requirements of the role.
Some of the Principle Duties include:
1. Maintain a general knowledge base of services and activities delivered on the site.
2. Maintain a detailed knowledge base of specified services operated on the site.
3. Co-ordinate the day-to-day administrative activities of the clinic reception, hospital
out-patient clinic reception, ward admissions or general administration Co-owners, as delegated.
4. Support and assist in the development of the administrators undertaking the roles within area of responsibility.
5. Be the non-clinical point of contact for patients, carers and others utilising and visiting the site services, managing any enquiries, problems or concerns when required. 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.
6. Respond to and manage unexpected events occurring within site/front of house.
7. Support cover on reception at own or other sites within the business unit, if required to do so.
8. To act as triage for telephone calls and respond or cascade as appropriate.
Forwarding messages to the appropriate person via a range of transmission options based upon the urgency and type of response required to the enquiry.
9. Co-ordinate the smooth day to day function of the site including setting up of clinic, meeting, training and education rooms.
10. Undertake the booking, cancellation and rebooking of appointments for the range of clinical services operated on the site. Checking patient basic details are correct in system and up-dating any amendments.
11. Book into clinician diaries appointments at the appropriate time in accordance with the bookings process.
12. Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate, liaising with clinicians, x-ray departments, medical secretaries, GP surgeries etc for patient information. Track and maintain medical records and referral letters in line with policy and procedures. Prepare clinic lists as required.
13. Complete administrative tasks for the range of services operating on the site including patient data processing, typing, minute taking, agenda preparation, data entry, filing, photocopying, scanning etc, as agreed and required.
14. Participate in the annual archiving process for clinical records produced by the clinical teams, and the transfer of records storage to IT systems, where possible, to support the development of paper-light systems.
15. Input, retrieve, monitor and manage data from a variety of IT systems, liaising with internal and external colleagues to ensure efficiencies in service delivery.
16. Deliver and supervise to ensure the delivery of clinical service specific business
essential processes and tasks as delegating tasks, i.e. reception and/or clinic/class rotas, internal training events, monthly/quarterly invoicing, weekly/monthly KPI reporting, iCES (Integrated Community Equipment Store) equipment peripheral stores stock control, iCES Specials Panel and Board meeting administration, specialist clinical equipment/supplies ordering for patients using specialist contracts and their software, general clinical materials ordering and stock control.
17. Deliver delegated complex tasks, , including documents and reports with tables, charts etc, as a regular or routine business essential task utilising the processes that have been developed by the Senior Administrator.
18. Support clinicians in their skills gain to use IT systems, problem solving and demonstrating functionality as required.
19. Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.
20. Monitor supplies of clinical paperwork, stationary etc in clinical team offices that is used on a daily basis and maintain appropriate levels to meet clinicians needs.
21. Prepare monthly data, reports and audit information as required.
22. Contribute towards the maintenance of evidence required for the continued compliance to the Care Quality Commission standards and associated regulations.
23. To take responsibility of own delegated workload and support colleagues as and when needed to ensure work flow is not disrupted. Prioritise admin tasks in order of urgency and recognise when there is a need to request additional guidance and support from Senior Administrator or Admin Manager.
24. Contribute to the development and implementation of new policies and procedures for the area of responsibility. Up-dating local procedures under the supervision of the Senior Administrator.
25. Supporting development/update/distribution of patient leaflets within clinical services; distributing, collecting and scanning patient surveys; some basic analysis of results to support clinical teams; support with sharing the results (internally and externally via, e.g. posters) and liaison with clinical teams to capture actions taken following patient feedback.
Person Specification
Experience Essential
Proven experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment, Experience of working in a team, Experience of the delivery of objectives within a constantly changing environment, Setting up and using IT data collection formats and databases to produce reports for management information, Understanding of data protection legislation.
Desirable
Some supervisory experience
Other Essential
Car Owner/Driver, Valid license to drive and access to a car for business.
Qualifications Essential
Educated to A level, NVQ level 3, RSA 3, with a good basic education to include GCSE maths and English. Or a good basic education to include maths and English plus evidence of administration knowledge and skills equivalent to level of qualification.
Desirable
Willingness to train/ develop further skills.
Skills Essential
Ability to act on own initiative and independently within policies and procedures, referring to manager as required, Intermediate Microsoft Office including Word, Excel, Outlook and PowerPoint. Keyboard skills for the regular use of computer systems. Problem solving skills ,Excellent attention to detail. Able to identify service improvements opportunities for consideration, Good interpersonal and communication skills with experience of dealing with people at a variety of levels, Strong organisational skills- able to deliver agreed objectives within an agreed timeframe, Able to manage conflict or/and difficult situations.
Desirable
Advanced Microsoft Office
Personal Attributes Essential
Professional, flexible, positive, adaptable, persuasive, motivated, diplomatic, Pro-active and innovative, Team Player ,Adaptable to change.
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.
Employer details Employer name CSH Surrey
Address Walton Community Hospital
Rodney Road
Walton on Thames
Surrey
KT12 3LD
United Kingdom
Employer's website https://www.cshsurrey.co.uk/about-us/about-csh-surrey (Opens in a new tab)