About this role
Job summary
We are a community healthcare provider working across the Northwest, and we have an exciting opportunity for a Community Secretary / Administrator to join our Team. The post is based within the Child Development Centre, Sandy Lane, Warrington.
Main duties of the job
To provide comprehensive secretarial and administrative support to the community clinics and associated health professionals and will actively participate and contribute to the development of the service; To provide a customer focused service to the users of the clinics to incorporate the co-ordination of appointments and workload management for the clinics liaising with all staff; To provide relief cover at other locations as requested. To provide a front line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary. To be responsible for maintaining, developing and managing all aspects of secretarial support clinically and/or administratively; The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing; To act as the Super user for the patient electronic computer system; To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver our NHS services in your local community.
They help us deliver our mission to improve local health and promote wellbeing in the communities we serve.
After all, values are about people and they were created in partnership with our staff to reflect what they felt was important to them
Here at Bridgewater our shared values flow through the organisation.
P- Person-centred-We are passionate about individual needs and promote independence in the healthcare we provide..
E- Empowered- We empower our people and encourage new ideas to deliver and create improvements in community care.
O- Open and Honest -We behave in a way that develops relationships based on trust, openness, honesty and respect.
P- Professional-We support our people, so everyone has the right skills and training to deliver outstanding patient care.
L- Locally Lead -We are always learning about our communities and show great pride in being a local provider of health and care.
E- Efficient -We use our resources wisely to provide sustainable and value for money healthcare for our patients.
Job description Job responsibilities
To provide comprehensive secretarial and administrative support to the community clinics and associated health professionals and will actively participate and contribute to the development of the service; To provide a customer focused service to the users of the clinics to incorporate the co-ordination of appointments and workload management for the clinics liaising with all staff; To provide relief cover at other locations as requested.
Duties and Responsibilities:
To provide a front line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary. To be responsible for maintaining, developing and managing all aspects of secretarial support clinically and/or administratively; The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing; To act as the Super user for the patient electronic computer system; To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering 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; To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated; To report any faults, defects or building defects to the CAFM Helpdesk; To maintain appropriate levels of identified stock and lower level clinical equipment; to place requisitions onto the Purchase Ordering system; To undertake Fire Warden and First aid duties as required to ensure legislative compliance. To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate; To manage, update and maintain clinical diaries as requested; 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; 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 assist with research and audit activity using a variety of audit tools including the internet. To coordinate information received from external partners eg A&E reports Please see attached full Job Description and Person Specification.
Person Specification
Experience Essential
Significant proven experience in an administrative role. Ability to work to and meet deadlines. Experience of working in a pressured environment. Minute Taking Audio Typing
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 Knowledge Essential
Good working knowledge of Microsoft Word and other Microsoft packages to include external databases and system packages. Excel/Access Publisher/PowerPoint Microsoft Word/Excel/Access 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. Ability to take and produce meeting notes Diary maintenance both electronic and manual. 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. Ability to file records at high and low levels which may be unwieldly. Self-motivated and able to work under a range of pressures. Maintenance of confidentiality and diplomacy at all times.
Other Essential
The ability to travel independently across the Trust The ability to work flexibly in accordance with service needs.
Relationships / Sponsorship 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. Please confirm your Right to Work status (share-codes will be checked where applicable).
Qualifications Essential
4 GCSEs at grade C or above to include Maths and English or Key Skills equivalents. NVQ 3 in Business Administration or Customer Care RSA Level III in typing or equivalent. ECDL or equivalent. Audio typing qualification or 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.
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 Child Development Centre
Sandy Lane, Orford
Warrington
WA2 9HY
United Kingdom
Employer's website https://northcheshireandmersey.nhs.uk/ (Opens in a new tab)