About this role
Job summary
Provide a comprehensive administration support service to include typing of a range of documents Receives and deals with telephone calls for the department and taking appropriate action when necessary To act as first point of contact for all patient and carer 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 and external services and partner agencies when necessary as directed. To have excellent communication skills and the confidence and skills to talk to people who may have communication difficulties Ensure that all departmental electronic and paper records are correct and up to date, including accurate filing of general documentation and results if (clinical based) Prepare case notes and patient files front sheets/labels/date of clinic/clinician, History sheet, other information as required by individual clinics. Opening, sorting, distribution and dispatch of post The accurate production, editing of, and storing of documents (i.e., letters to clients, patients and GPs (if clinical based) using appropriate electronic systems (such as audio typing) Use of all Trust information and computer systems for day to day processes e.g. e-mails to receive and pass on information, tracking documentation and notes.
Main duties of the job
Support the day to day call centre
Answer phone and book appointments for patients
Ensure EMIS is running correctly and appointments are booked at the correct location and time
About us
Flexible working will be considered for all roles.
North Cheshire and Mersey NHS Foundation Trust (NCM) serves more than one million residents across the Halton and Warrington boroughs and the wider North West region.
Bringing together community and out-of-hospital services (formerly provided by Bridgewater Community Healthcare) with inpatient and elective care (formerly Warrington and Halton Teaching Hospitals) we provide services at two hospital sites and more than 70 community hubs and facilities.
Our mission, vision and values are at the heart of North Cheshire and Mersey NHS Foundation Trust (NCM).
They underpin everything we do and everything we aspire to be as an organisation.
Our mission
We will be exceptional for our patients, our communities and each other
Our vision
We will be a great organisation providing excellent healthcare and opportunities to work and learn
Our values
Kind: We are caring, supportive and respectful to everyone Open: We are honest, transparent and open to new ways of working Fair: We listen, value our differences and are inclusive to all One team: We work well together and with our communities
Job description Job responsibilities
Job Purpose:
To provide reception & administrative support to HQ and corporate services and associated health professionals; To provide a customer focused service to the users of the building;
Duties and Responsibilities:
To act as first point of contact for all client 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 as directed. To manage generic email addresses and action/re-direct email correspondence as appropriate. To carry out general reception duties where required maintaining a neat and tidy reception environment; To access the patient booking system to include arriving patients and booking routine follow up appintments. The maintenance of the fob access system to include fob distribution and audit record keeping; Maintain signing in attendance sheets and where apppropiate maintain car parking registration details of all staff. To display and ensure availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials; To deal with all internal/external mail and redistribution to relevant department; To accept deliveries and ensure these are dealt with promptly;
To maintain an effective photocopying, scanning, filing and archiving system including records management in line with Trust policy; To provide relief cover at other locations as required by Management To report any faults, defects or building defects to the CAFM Helpdesk; To maintain appropriate levels of stationery stock; to place requisitions onto the Purchase Ordering system; To book meeting rooms within the premises and keep room availability updated as appropriate; To update and maintain corporate diaries as requested; To undertake delegated duties commensurate with the banding; To attend local team meetings as and when directed by Line Manager; Please find attached Full Job Description.
Person Specification
Qualifications Essential
4 GCSEs at grade C or above to include Maths and English or Key Skills equivalent qualification/ or a standard level of education RSA Level II in typing / equivalent qualification or experience ECDL or equivalent./IT knowledge
Desirable
Audio typing qualification. NVQ 2 in Business Administration or Customer Care
Experience Essential
Experience of working within a customer facing environment.
Desirable
Experience of working in a clinic/ office environment.
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, both verbally and written, with people at all levels. Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made.
Skills and Knowledge Essential
Experience of Microsoft Word and other Microsoft packages. Motivated and able to work as part of a team. Ability to work on own initiative. Good organiser of self and workload. Keyboard skills.
Desirable
Experience of dealing with sensitive information.
Right to Work Essential
Do you currently have the unrestricted right to work in the UK? If appointed, will you require sponsorship under a UK work visa route (now or in the future)? Please note that sponsorship is not available for all roles. Sponsorship will only be considered where the post meets the relevant UK immigration requirements and where the organisation determines that sponsorship is appropriate for the role.
Relationships 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).
Employer details Employer name North Cheshire and Mersey NHS Foundation Trust (BCH)
Address Independent Living Centre
Collier Street
Runcorn
Cheshire
WA7 1HB
United Kingdom
Employer's website https://northcheshireandmersey.nhs.uk/ (Opens in a new tab)