Job Description

Job Title: Administrator

Trust Location: Berkshire Healthcare NHS Foundation Trust

Location: Erlegh House, University of Reading, Earley Gate, Whiteknights Road, Reading, RG6 6BZ

Hours: 26.5 hours per week

Working Pattern: Mon 11.30-17:00, Tue 11.30-17:00, Wed 11.30-17:00, Thurs 11.30-17:00, Fri 11.30-16:00 (the shifts can be amended if needed)

Duration: 2 Months

What you'll be responsible for:

Job Summary:

The post holder will provide a comprehensive centralised administrative and secretarial service to clinicians within the teams. The post holder will manage the incoming calls to the Team, relay accurate messages, process internal referrals, generate appointments and correspondence using electronic documentation systems, accurately update the electronic patient records system, distribute as directed by the Team and book/manage clinician appointments across Berkshire.

Other main duties will include the liaising with medical records for files, scanning, processing mail and ordering stationery and arrange and minute team meetings. It will be a busy role requiring excellent communication and good organisational skills along with excellent customer service.

Responsibilities:

The post holder will be a member of the Birth in Mind and Berkshire Traumatic Stress Services. They will be based at Erlegh House at University of Reading and will work within its hours of operation as set out in its operational policy and actively support staff in delivering a customer focused service.

The post holder is expected to liaise effectively and professionally with all levels of staff, departments, external organisations and the public, dealing with confidential information in an appropriate manner.

The post holder is expected to act on their own initiative on a daily basis to ensure the effective running of the service, prioritising their own workload with guidance from the Team Lead.

To be the first point of contact for the patients/clients. Receive telephone calls, taking messages and undertaking initial investigations and action when required. Promote effective communication channels across the service. Report any faults with telephone/ IT equipment to relevant parties and monitor until any issues are resolved.

The post holder will ensure the timely and accurate communication of information between the customers of its services and the team by collecting accurate messages and information and taking personal responsibility for its delivery to those concerned and where appropriate confirming this with customers.

The post holder will work with other administrative staff to arrange complex, individual and multidisciplinary appointments for patients which may involve more than one practitioner and significant others and the associated logging, confirmations and other necessary activities.

Type confidential correspondence, clinical reports and other documentation on behalf of the team, to a high standard within agreed timescales. This will include the accurate completion of letter templates with details of diagnosis and treatment plan. Require knowledge of psychological terminology and maintain a high degree of accuracy. Ensure correspondence is copied to relevant professionals involved in the client's care.

The post holder will deal with enquiries from patients, carers, staff and other professionals in a careful and sensitive way and taking appropriate action in a timely manner. Where communication from the enquirer is difficult, distressed or aggressive the post holder will be expected to respond in a professional way thus presenting the organisation externally as well as possible.

The post holder will support the production of clinical records and letter writing as directed.

The post holder will ensure that clinical and non-clinical data is collected as directed and in keeping with the Trust and other policies.

To support collection of health and activity data for the purpose of service evaluation, audit and research.

To support the activities and work of the clinical team and team leads as and when required.

Plan and arrange meetings and events which may be internal or external to the service, ensuring all necessary arrangements are made. Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way.

Record and process all referrals to the service, update clinical systems and produce the correspondence regarding appointments, ensuring delivery within the trust process and procedures.

Ensure all office systems are maintained to a high standard, both electronic and hard copy, across the service, helping to develop systems to ensure that services run smoothly through having well planned and organised administrative systems and processes in place in line with local and trust guidelines.

Ensure the efficient and accurate recording of client data on all electronic systems i.e. RIO, Docman, Envoy and conforms to necessary policies, processes and protocols. Training will be provided.

Ensure data analysis and activity reporting is completed within the given timescales, planning and prioritising workload accordingly. Collate, analyse and present data received for management and service information with direction from Team Lead.

Report to Facilities any issues or identified risks on site and liaise to ensure the repairs are carried out. Support and maintain health, safety and security across the service.

Responsible for the ordering of stationery and office equipment via the internal processes and Trusts latest guidelines.

Support the arrangements for new members of staff, including organising access to the computer systems and liaising with Facilities and arranging equipment such as mobile phones, access badges and parking permits.

To support the work load of the other administrators in the Berkshire Traumatic Stress Service and in the Veterans Service and provide cover for periods of sickness and annual leave.

To adhere to the trusts filing systems and procedures to ensure good quality, standards and performance.

Comply with all statutory, legislative and local policies applicable to this post.

You'll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation

You'll have the following skills/experience:

Experience:

Essential experience: Excel and RIO System Experience.

As a member of NHS Professionals, you have fantastic benefits:

Competitive pay rates- work this week, get paid next week

Essential support when you need it- 24/7 365 days

- call us anytime

Multi locational

- work across neighbouring Trusts

Manage your shifts and timesheets on the go

- access your "My Bank" shift portal anywhere, anytime online or through your smartphone

Varied working options to suit your lifestyle

- access to the Bank gives you options of ad hoc shifts or longer-term placements

Training and development opportunities

- Keep up with the essentials and more

Build holiday allowance for every shift you work

- your work life balance is important to us

Stakeholder pension scheme available

- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities' organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.

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Job Types: Part-time, Temporary
Contract length: 2 months

Pay: 14.89 per hour

Expected hours: 26.5 per week

Work Location: In person

Reference ID: 82159