Team administrator

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• Job overview

To provide professional administrative assistance to the MSK Service. This requires the daily computer use of Patient Administration Systems and Microsoft Office programmes.

Essential requirements are to ensure the confidentiality of any information obtained regarding patient care, maintain effective communications with all colleagues, patients and visitors and to work effectively as part of a team.

Main duties of the job

• Adhere to administration processes when carrying out tasks. Uphold our admin team values and ethos always.
• Deal with enquiries, answer telephone calls, liaise with clinical team, provide administrative support as required.
• Provide supervisory support to administrative team, including staff appraisals, staff absence coordination etc.

There is no sponsorship for this role (not a Skills shortage).

Working for our organisation

The MSK Service is part of Clinical Support Services Therapies Directorate.

MKS teams work across various sites in Blackpool, Wyre and Fylde.

The Blackpool admin team is based across Whitegate Health Centre and Blackpool Victoria Hospital.

There is no sponsorship for this role (not a Skills shortage).

• Detailed job description and main responsibilities
• Provide a professional administrative resource to the Musculoskeletal Service with the support of the Team Supervisor as per daily use of Patient Administration Systems, Microsoft Office and G2 speech recognition programme.
• Handle telephone appointment bookings and enquiries from patients, general clinical administration duties, and the accurate and timely transcription and distribution of clinical correspondence, primarily clinic letters, from the G2 Speech Recognition System.
• Process electronic and paper referrals; following clinical triage, appoint patients to clinics using the e-Referral and EMIS computer systems or refer patients onward to other healthcare services.
• Ensure cancelled appointments are filled enabling clinics to be fully booked at all times; support Team Supervisor in monitoring clinic capacity; outcome clinics in accordance with procedures such as DNA Policy, Cancellation Policy, Discharge process etc.
• Answer telephone calls promptly dealing with enquiries, bookings and messages in a polite and friendly manner, being sensitive and respectful of diversity.
• Update patient information in EMIS and add administrative notes to the patient record.
• Maintain accuracy of data quality in EMIS and e RS by cleansing and closing patient activity lists.
• Scan treatment related documents to the patient record in EMIS.
• Assist in monitoring, ordering, receiving and safe storage of stationery and pharmacy items.
• Use the team mailbox to send information and receive queries relating to patient care.
• Attend and participate constructively in team meetings and the Staff Appraisal Programme.
• Handle patient complaints calmly as they arise and refer to Team Supervisor/Team Lead as required.
• Assist in collating a prompt response to Subject Access Requests.
• Report promptly any issues/faults as they arise to relevant Department, e. g. IT, Estates, Help Desk etc.
• Assist the Team Supervisor in the training of new team members; undertake all mandatory training as stipulated by the organisation.
• Communicate clearly to the Team Supervisor any difficulties in carrying out these duties.

The above list of duties and responsibilities is not fully comprehensive and may vary across teams according to clinical requirements.

Person specification

Qualifications

• English GCSE Grade C or above
• NVQ Business and Admin Level 3 or equivalent

Experience & Knowledge

• Regular use of computers and Microsoft Office programmes

Any invitation to interview will be sent to the email account stated on your application form.

Disclosures and Barring Service (DBS) checks are required as part of the pre‑employment process.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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