Job Description

Are you an experienced administrator with excellent organisational skills and an eye for attention to detail?



Are you able to deal with confidential and sensitive information in a timely manner.



If you answered yes, we've got the perfect role for you!



We are looking for an enthusiastic and motivated senior administrator to work within our care coordination centre:



experience of interaction with all levels of staff and the public



previous administrative and organisational experience



experience of managing and prioritising own workload and working to deadlines



a 'can do' approach.



This role is responsible for providing a high level of administrative support to clinical community services. The post holder will be required to deal with highly sensitive information, working towards deadlines and be required to provide excellent customer service to our patients, healthcare professionals and other colleagues.



Other duties will include dealing with a wide range of administrative tasks.



To communicate and manage appointment and clinical related information to ensure the users of the service are the centre of everything we do



To be able to manage a range of data to enable the service to operate effectively



To plan, organise and prioritise a range of tasks and activities to make best use of resources in a timely fashion ensuring deadlines are adhered to



To be the identified as a lead role for the specified admin hub e.g. information governance, asset register, system champion user



Prepare reports and letters in relation to patient care



Respond appropriately to enquiries from other services and patients, referring to other members of the team when necessary



Ensure adequate clinical and office supply stocks available for teams within specified hub



Produce performance monitoring reports as required/directed by hub lead



Provide general and administrative support to specified administration hub



Arrange and support meetings, take minutes and/or action notes



Monitoring clinic appointments and replacing cancelled appointments with patients who have been contacted and brought forward



Managing delegated caseloads



So what else?



This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder. We encourage staff to get involved in exploring new ways of working and service development. We'll provide well established, in-service training, one to one supervision, and appraisals with regular support. You'll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.



The small print



Informal visits can be arranged on request. We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme. MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.

1. Communication and relationship skills



Deal effectively with internal and external enquiries demonstrating excellent communication and customer care.



Provide and receive routine information either verbally or written, requiring tact or persuasive skills in order to overcome barriers to understanding.



Deal with potentially complex, sensitive or confidential enquiries from patients, staff and the public



2. Knowledge, training and experience



Educated to A level standard or equivalent



Experience of a range of office procedures



NVQ3 in business administration / customer care or equivalent



RSA stage 3 or equivalent



ECDL advanced desirable



Accurate and timely copy/audio typing



3. Analytical and judgement skills



Make judgements involving facts / situations sometimes requiring analysis of information



Prioritise workload and make appropriate level decisions such as when to escalate and ensure this is done in a timely manner, e.g. telephone messages from staff / patients



4. Planning and organisational skills



Organise and allocate work, tasks or activities



Manage diaries, plan meetings, rotas, schedules and clinics



Work flexibly to maintain cover within the service / organisation



Produce and maintain effective systems to ensure the service operates efficiently, e.g. planning appointments, time management, patient transport, maintain filing system



5. Physical skills



Advanced keyboard skills for regular use of computer systems



Use office equipment, e.g. transcription equipment



6. Responsibility for patient / client care



Provide non clinical advice and information to patients, carers, relatives or staff either face to face, over the telephone or by other means



To have the ability to recognise when patient's care is a priority and to ensure that patients are given assistance at all times, treating others with courtesy, respect and makes them feel valued



7. Responsibility for policy and service development implementation



Responsible for ensuring that organisational policies and procedures are adhered to and implemented.



Contributes to changes and updates of polices / procedures in own area of work.



8. Responsibilities for financial and physical resources



Manage and ordering of stock / office stationery / equipment



Maybe required to handle petty cash and patient valuables



Maybe required to issue / take responsibility for equipment used by self and others



9. Responsibilities for human resources (HR)



To supervise and co-ordinate the day to day work of new or less experienced staff



10. Responsibilities for information resources



Create or format databases / spread sheets / publications utilising appropriate IT systems



Transcribing / copy typing information provided by others



Formal minute taking



Management of information either electronic or paper based



11. Responsibilities for research and development (R&D)



Will be required to undertake surveys and audits when requested in own area of work.



12. Freedom to act



Plan and organise own workload using own initiative, escalating to manager when required



Works independently to defined policies and procedures.



13. Physical effort (refer to effort factor questionnaire)



14. Mental effort (refer to effort factor questionnaire)



15. Emotional effort (refer to effort factor questionnaire)



16. Working conditions (refer to effort factor questionnaire)