Job Description

Job summary

Do you possess excellent customer service, have great eye for detail and love to work in a fast paced environment? We are looking for a kind and considerate Admin Support Officer to join our Care Coordination Centre and Inpatient Unit.

Main duties of the job

This role provides daily efficient administrative support to our busy Care Coordination Centre and Inpatient Unit. You will be responsible for processing referrals and taking calls from our Community clients, maintaining team rotas, minute taking, diary management and all input of data on to the Patient Administration Systems as required.

This is a busy role, working with systems and with a varied workload. We are therefore looking for someone enthusiastic and excited to take on a new challenge.

JOB DESCRIPTION

Post:

Admin Support Officer - Care Co-Ordination Centre

Department:

Community Team

Reports to

: Admin Support Officer - Care Co-Ordination Centre

Hours:

37.5 hours per week to include weekends and some evenings as required

Salary:

24,284 per annum / 12.42 per hour

Overview of Role

To maintain effective and efficient administration systems by providing daily administrative support to the Community team based at Mountbatten Hampshire to ensure the smooth running of all Mountbatten services across Hampshire.

Responsible for processing referrals/discharges, minute taking/meeting organisation/diary management, sending the necessary medical letters/reports as required, responding to enquiries received as required.

Responsible for the input of all data management onto the designated Mountbatten systems, including SystemOne as required by your teams and line manager.

Provide administration support as required to other areas of Mountbatten Hampshire to ensure the smooth running of services across the Mountbatten Group.

Care Coordination Centre General tasks

To provide a comprehensive administrative service to key team and other colleagues and service users of Mountbatten Hampshire

To deal with all telephone enquiries from patients, carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto the appropriate accurately to the relevant department/employees required

Assist the Clinical Team Leaders with maintaining departmental rotas, diary and appointment schedules as requested on a daily basis

Ensure all tasks assigned to this role are dealt with in a timely manner and act as the point of contact for Community Team queries from all the Community and Medical Teams of Mountbatten

Maintain and order all stationery and forms for the Community and Medical teams as required to ensure all items are fully stocked, liaising with Reception team for ordering

In conjunction with other relevant Mountbatten Hampshire colleagues, assist in the design and development of administrative processes/protocols to enhance the service provisions of Mountbatten Hampshire

Assist with the preparation, development and production of correspondence, agendas, minutes, reports and presentational material that are delivered to Mountbatten Hampshire standards

To attend meetings, prepare agendas and produce minutes at designated meetings, ensuring that any actions arising are communicated to the relevant teams/employees and the actions are completed in accordance with agreed deadlines. All minutes to be produced in a timely fashion.

Process all referrals onto SystmOne accurately, ensuring urgent requests are given priority and that these processed immediately and raised with the Community and Medical team as required

Discharge patients from the Community Team as requested, ensuring standard operating procedures are always adhered to

Provide a comprehensive administrative service within the Care Co-Ordination Centre to ensure that Community colleagues are supported, but also to ensure that the Care Co-Ordination Centre works as efficiently as possible - this will mean ensuring that administration is effective for all Community team

To support Mountbatten Hampshire Medical Team with all administration duties, to include populating clinic letters from SystemOne and weekly medical rotas

To ensure and manage the smooth running of Community Team Syringe drivers. To accurately document on SystemOne in a timely manner the booking out and return. To ensure syringe driver boxes are fully stocked in readiness for use. To liaise with IPU for ordering when required.

To check and maintain the daily 'bed state' updating the system regularly, to allow maximum and efficient use of bed space at Mountbatten Hampshire

To check and complete patient identification data on all relevant documentation, utilising the relevant computer system to update information, as necessary, and ensure that sufficient patient identification labels are available

To ensure that SystemOne is used to update all patient records, particularly admission/discharge recording

To make discharge/transfer arrangements for patients, as instructed by nursing staff, to include the booking of transport service, if required

To provide comprehensive administration support to medical colleagues, which would include (but not be limited to), arranging patient medical investigations, making outpatient/follow-up appointments, assisting with non-medical enquiries, preparing medical certificates. To ensure all death paperwork is completed in a timely manner.

Education and Training Responsibilities

Ensure you are compliant with all mandatory training requirements as well as those required by Mountbatten Hampshire to remain fully-informed in regards to hospice and Mountbatten Hampshire expectations

Research, Audit and Service Evaluation Responsibilities

Support Mountbatten Hampshire colleagues with the formatting of audits when required

Other Responsibilities

Support the administration provision at Mountbatten Hampshire by being flexible and able to cover Inpatient Unit Ward Clerk ASO role and/or Reception as reasonably required

Provide administrative support to other areas of Mountbatten as required

Complete internal audits and the associated audit reports as required

Liaise as necessary with both internal and external stakeholders, businesses, and members of the community, providing an effective link with the organisation for those bodies and individuals

Develop and maintain effective working relationships with all other Administration colleagues at Mountbatten Hampshire, volunteers and visitors

Undertake specific project work as directed

General

All Mountbatten employees are:

Required to abide by the Health & Safety at Work Act

Required to attend mandatory and refresher training annually

Required to adhere to Mountbatten's safeguarding policies and procedures

Required to respect confidentiality applying to all Mountbatten matters

Required to work within Mountbatten policies and procedures

Required to participate in and contribute to team meetings

Required to cooperate and liaise with departmental colleagues

Required to adhere to the Data Protection Legislation and General Data Protection Regulations in all aspects

Required to provide a new DBS Certificate every three years in line with the Disclosure and Barring Policy and Procedure

Expected to promote, at all times, Mountbatten's philosophy and uphold the Mountbatten core values

Expected to demonstrate at all times a commitment towards equality and diversity

Expected to demonstrate a commitment to their own development, to take advantage of education and training opportunities and develop their own competence

Expected to support and encourage harmonious internal and external working relationships

Expected to make a positive contribution to fundraising and raising the profile of Mountbatten

OUR VALUES

We care about what we do.

We appreciate that people are different and we are kind and compassionate to our patients and families, to our local community and to each other

We are experts in our field.

We are professional at all times, aspiring to be the best that we can be in everything that we do

We are innovative and bold

. We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources

We respect our community.

We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others

Job Types: Full-time, Permanent

Pay: 24,284.00 per year

Benefits:

Additional leave Company pension Cycle to work scheme Free parking Health & wellbeing programme On-site parking Sick pay
Education:

GCSE or equivalent (preferred)
Experience:

switchboard: 1 year (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person

Reference ID: VC253