Same Day Care Administrative Assistant @ North Hampshire Urgent Care

Job summary

Are you an experienced administrator who enjoys a varied role, thrives in a busy environment and takes pride in helping things run smoothly?

NHUC are looking for a motivated, organised and adaptable Same Day Care Administrative Assistant to join our Same Day Care team.

This is an excellent opportunity for someone who enjoys working with people, managing a varied workload and providing essential support to a team delivering essential healthcare services.

Main duties of the job

Working alongside our operational management team, you will provide a broad range of administrative and operational support across our Integrated Urgent Care (IUC), Clinical Assessment Service (CAS), Urgent Treatment Centre (UTC) and Primary Care services.

This is a varied role, offering the opportunity to get involved in many different aspects of service administration and operational support.

Your responsibilities will include

• Administrative support: Coordinating meetings, managing diaries, preparing agendas and papers, booking rooms, taking minutes and tracking actions.
• Systems and reporting: Supporting the administration of healthcare systems, maintaining spreadsheets, updating appointment books, collecting activity data and producing reports to support performance monitoring and audits.
• Operational support: Maintaining electronic and paper records, monitoring mailboxes, supporting office organisation and helping resolve day-to-day operational issues.
• Facilities and supplies: Assisting with equipment maintenance, health and safety records, stock checks, medicines and consumables replenishment and uniform orders.
• Governance and compliance: Supporting mandatory training monitoring, maintaining staff records, assisting with audit actions and providing administrative support for incidents, complaints and patient feedback.
• Team support: Helping with new starter and leaver processes and providing occasional cover for other administrative roles.

Please refer to the JD.

About us

NHUC is a not-for-profit Community Benefit Society, working in partnership with the NHS. NHUC provides services through two divisions, Same Day Care (SDC) and TalkPlus.

SDC provides services through the Integrated Urgent Care (IUC) contract which covers the in Hours Clinical Assessment Service (CAS) and Out of Hours (OOH) provision for North Hampshire, North East Hampshire and Farnham & Surrey Heath places which are part of the Hampshire and the Isle of Wight ICB and Surrey & Sussex ICB respectively. We also provide an Urgent Treatment Centre at the front door of Frimley Park Hospital whilst also holding some smaller contacts supporting Community Hospitals OOH and Flu response. Finally, SDC has a virtual care arm supporting patients at home.

TalkPlus provide NHS Talking Therapies, supporting people with common mental health problems in Northeast Hampshire and Farnham place. TalkPlus offers a range of treatments to people who are experiencing symptoms of stress, anxiety, low mood, depression, panic, phobias or OCD. TalkPlus has care pathways to provide timely treatment for perinatal and military veteran referrals.

NHUC is a Disability Confident registered organisation and are proud to support the Armed Forces community as a signatory to the Armed Forces Covenant.

NHUC is not currently a licensed sponsorship employer. As such, we are only able to progress candidates who can demonstrate an existing right to work in the UK at the time of application.

Job description

Job responsibilities

Role Summary

The postholder will be part of the Same Day Care (SDC) operational team, providing administrative support to all Same Day Care services including Integrated Urgent Care (IUC), Clinical Assessment Service (CAS), Urgent Treatment Centre (UTC) and Primary Care services.

Hours and location

The role is primarily based at our Farnborough Head Office and IUC sites but there will be a requirement to travel to our SDC sites on an ad hoc basis.

Hours are 37.5 hours per week. Typically, Monday Friday 7.5 hours per day, between 1030-1830 with 30-minute break. Flexibility is required to at times cover hours between 0800-1830, with potential for evening or weekend working, if required.

Main Duties and Responsibilities

Administration Duties

To work with and support the operational management team, carrying out various administrative duties, including on occasions travelling to NHUC same day care sites. These include:

• Minute taking, where required
• Managing diaries invites and coordinating face to face and virtual meetings
• Booking rooms
• Preparing agendas and papers
• Tracking actions arising from meetings

Systems and reporting

Assist same day care colleagues in the day-to-day management of our systems including Adastra/Rotamaster/EMIS/Sentinel. Tasks will include:

• Setting up new clinicians
• Uploading voice recordings and case reports to Sentinel system
• Running reports from systems and producing reports for the purposes of matters such as audit/quality/performance reporting
• Updating appointment books
• Maintaining spreadsheets
• Collecting activity data
• Supporting audits
• Preparing performance information

Operational/Office duties

• Assisting in maintaining the operational folders both electronic and hard copies for the same day care team
• Monitor designated mailboxes, attending to incoming/outgoing mail, emails and any messages received, if required
• Assisting in maintaining up to date information on notice boards/ information files/ systems
• Assisting in filing system, records management/office organisation
• Supporting the reacting to ongoing operational matters that need swift resolution from the live service/previous day service such as pulling data for reporting, resolving issues such as fleet repairs, or clerical matters
• Support smooth delivery of new starter and leaver processes, including ad hoc workers such as work experience.

Facilities Management

• Assist the same day care team where required in their day-to-day facilities management of the service, which includes:
• Helping with equipment maintenance
• Helping with any Health & Safety actions required
• Maintaining Health & Safety records

Medicines Management and supplies

• Support in undertaking stock checks, replenishing stock medicines and consumables stocks at same day care sites (requires travel), maintaining stock levels in checking systems
• Attending medicine Management meetings (via TEAMS) where required
• Assisting with uniform orders/stock taking of uniform

Governance and compliance support

• Track mandatory training compliance
• Keep staff records up to date
• Undertake audit actions
• Incident and complaint and patient feedback administration, if required. Maintaining oversight of incidents, complaints and associated actions, escalating overdue updates or responses to the relevant manager
• Handle confidential patient, staff and organisational information in accordance with Information Governance and Data Protection requirements.
• Produce and distribute correspondence, letters and documentation generated from clinical systems or complaints/incident systems to GP practices, patients and other healthcare providers as required

Ad-Hoc

• Undertaking any other reasonable admin responsibilities that are needed to ensure the same day care operation runs as efficiently as possible
• Cover other in-hours administrational roles such as CAS administrator or UTC receptionist (typically between 0800-1830) in event of any absence with full support of colleagues. These roles are patient facing, with patient contact either in person or via telephone.

Person Specification

Experience

Essential

• Experience of working in a busy administrative environment, or similar
• At least 2 years of previous administration / clerical experience

Desirable

• Previous experience working in the NHS or public sector
• Experience using healthcare (or similar) administration systems
• Experience of supporting performance reporting and/or KPI monitoring

Knowledge, Communications, Interpersonal and Personal Skills

Essential

• Proficient in using standard office software (e.g., Microsoft Office, email, databases) and role-specific systems or platforms.
• Supports performance management and contributes to team development.
• Flexible in approach to the needs of the service and responsive to change
• Understands and supports principles of equality, diversity, and inclusion in the workplace.
• Self-motivated, able to work independently, organising and prioritising own workload to changing and often tight deadlines
• Works effectively as part of a team, supports colleagues, and contributes to shared goals.
• Excellent verbal and written communication skills. Ability to work collaboratively, manage time effectively, and maintain professionalism.
• Ability to build effective working relationships, demonstrate professionalism, and maintain confidentiality. Shows initiative, reliability, and adaptability.
• Ability to work on own initiative with guidance and input from managers, within standard operating systems
• Ability to learn job-specific IT systems
• High level of attention to detail
• Ability to accurately input and maintain electronic records
• Tactful and diplomatic with an ability to maintain confidentiality and trust
• Willing and able to take personal responsibility
• Experience managing multiple priorities simultaneously
• Requirement to be able to travel to other Same Day Care sites as requested business insurance will be required

Desirable

• Experience supporting multiple sites or teams

Qualifications

Essential

• Good standard of education (Minimum 5 GCSEs at grade 4 or above)
• or significant equivalent previous proven experience

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

North Hampshire Urgent Care

Address

The Meads Business Centre

19 Kingsmead

Farnborough

GU14 7SR

United Kingdom

Employer's website

https://www.nhuc.co.uk/ (Opens in a new tab)