Job Description

Band 3 Administrator for a large public sector organisation based through the Belfast Trust.

Location: Knockbracken Healthcare Park and Everton Complex (complex) - Must travel between both.

Pay Per Hour: \xc2\xa311.11

JOB SUMMARY

Post holder will provide administrative and secretarial support in an efficient and effective manner to support the community discharge hub/hospital social work team. The post holder will be required to work flexibly over a 7 day period and participate in out of hours roster. To include working across sites to provide cover as required

MAIN DUTIES / RESPONISBILITIES

• Assist the admin lead with providing an effective admin IT and statistical service to the team
• Process referrals following agreed protocols
• Process required information on a daily basis from hospital systems: such as PJ\'s, PAS/Patient Centre and Paris to facilitate/support social workers/practitioners to carry out their daily duties
• Co-ordinate daily with practitioners regarding required updates on hospital systems around coding to include delayed discharge activity and date medically - site specific
• Update complex discharge data base re: KPI\'s/outcomes - site specific
• data entry on Paris, ECR, PAS, PJ\'s and other systems - to include registering and discharging of patient records and maintenance of same
• Responsible for data entry on to Alamac system to assist admin lead in running reports and statistical returns
• Assist practitioners in the communication with GP surgeries around cover if required as part of discharge process - site specific
• Ensure maintenance of records both manually and electronically are accurate and completed in a timely way in accordance with local policies and procedures.
• Monitor and communicate on a daily basis with practitioners around information/list received from Care Bureau - site specific
• Carry out daily processes around actions required on duty desk and collation of Transitional Care Forms for each referral received - site specific
• Taking appropriate action in relation to mail, telephone and other enquiries ensuring that effective messaging and "bring forward" systems are in place that the necessary follow up action is undertaken.
• To service meetings as required including the preparation and timely issue of agenda and papers, taking and production of minutes and progression of business
• Be proficient in the use of excel and word packages
• Provide full secretarial support to professional staff
• Deputize in meetings as deemed necessary by line manager
• Maintenance of general filing system in line with Records Management requirements.
• Process eProcurement to ensure sufficient supplies to meet department needs to include ordering of equipment for service user use
• Photocopying and scanning, when necessary
• Assist with reception/telephone duties as deemed necessary by Line Manager.
• Facilitate onward referral to other teams via appropriate IT system/package- site specific
• Data entry on IT/databases re: information and activity on interim beds. To facilitate production of daily floor plan and reporting of stats - site specific
• Management of \'daily admissions\' list - checking appropriate systems, updating relevant hospital systems and circulation of same to designated staff - site specific
• Point of contact for all queries and calls coming in to team, ensuring transfer and follow up to professional team
• Collation/production of daily discharge information from hospital social work teams - site specific
• Daily duties and maintenance of \'off site storage\' system - site specific
• Provide back up for band 2 and other band 3\' within team as and when required - which may include within and across site cover
• This post can be subject to change and duties can change in line with team/service reviews

This job description is an outline of the post as it is currently perceived by the Trust and may be subject to review as a result of development of this new service.

ESSENTIAL CRITERIA

TRAINING &QUALIFICATIONS

4 GCSE\'s including English (grades A-C) or equivalent and two years\' experience in an admin/clerical role

OR

NVQ level 2 Administration plus GSCE English (grades A-C) or equivalent and one year experience in an admin/clerical role

OR

3 years\' experience in an administrative role

EXPERIENCE

Experience in the use of Microsoft office products including Word, Excel and Power Point

Demonstrate excellent communication and interpersonal skills in order to work efficiently with clients and colleagues at all levels both internally and externally

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