Community Secretary / Administrator

Bridgewater Community Healthcare NHS Foundation TrustAn exciting opportunity has arisen for a Band 3CommunitySecretary/Administrator to join our DermatologyService in Warrington. This is a static post within the Dermatology service,based at our clinic in the Martin Dawes Stand of the Warrington Wolves ground.This is an opportunity to come and work withinour busy service bringing your previous extensive knowledge to aforward-thinking and exciting service. We work efficiently to provide supportto the clinical service to meet local and national waiting time directivesensuring patients receive timely and appropriate clinical care. We are lookingfor a candidate who has the skills to prioritize effectively to ensure theservice needs are met daily.Main duties of the jobAdministrative:-Monitoringand management of waiting lists to ensure breaches are minimised.-Processingand contacting patients to book/amend appointments.-Proof reading clinic letters andamending where is necessary efficiently and in a timely manner-Actioning tasks that will come throughon System one-Liaisingwith internal and external services and partner agencies when necessary.-Typing Histology outcomes-Undertakegeneral office duties (photocopying, laminating, scanning etc)-Postingout your own clinic letters-Inaddition, the post holder will be expected to carry out any other duties asrequired, within the remit of their role.-ActioningCancer fast track patient promptly-Liaising with Clinicians on a dailybasis.-Have knowledge of MDT-Working in a team and having a greatteam attitude to help and support others.About usFlexible 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 ourNHS services in your local community.They help us deliver our mission to improve local health andpromote wellbeing in the communities we serve.After all, values are about people and they werecreated in partnership with our staff to reflect what they felt was importantto themHere at Bridgewater our shared values flow through the organisation.P- Person-centred-We are passionate about individual needs andpromote 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 relationshipsbased on trust, openness, honesty and respect.P- Professional-We support our people, so everyone has the rightskills and training to deliver outstanding patient care.L- Locally Lead -We are always learning about our communities andshow great pride in being a local provider of health and care.E- Efficient -We use our resources wisely to providesustainable and value for money healthcare for our patients.Job responsibilitiesDuties 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 jobholder 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 reportsTo edit/format legal documents.Person SpecificationQualifications4 GCSEs at grade C or above to include Maths and English or Key Skills equivalents. Or good standard of EducationRSA Level III in typing or equivalent, proven experienceECDL or equivalent. Or proven knowledgeNVQ 3 in Business Administration or Customer CareExperienceWorking within a customer facing environment.Relevant experience in an administrative role.Ability to work to and meet deadlines.Experience of working in a pressured environment.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 KnowledgeExperience of using Microsoft Word and other Microsoft packages to include external databases and system packages.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 notesDiary 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 RequirementsThe ability to travel independently across the TrustThe ability to work flexibly in accordance with service needsAbility 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.Additional CriteriaDo you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable)Additional CriteriaIf you are related to a director, or have a relationship with a director or employee of an appointing organisation, please state the relationship:Disclosure and Barring Service CheckThis 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.Bridgewater Community Healthcare NHS Foundation TrustPlease quote Job Reference number C9835-
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