Data/Operations Team Administrator | Provide CIC in Brentwood

We are looking for a candidate who is committed to high quality performance, dynamic, can work in a fast-paced environment with excellent ability to prioritise and remain calm in demanding and changeable situations. The successful candidate will be enthusiastic, highly motivated and organised to provide an outstanding service.

You will need to be confident working within a team in a fast-paced environment, have excellent communication skills, IT skills and be comfortable communicating with patients and colleagues at all levels while working quickly and accurately under pressure. You will be responsible and accountable for consistently and accurately performing your role, delivering a high quality service in a confident and courteous way to service users.

This post requires proven experience delivering high quality service, working within an administrative environment, using multiple IT systems, managing data, preferably with NHS experience but not essential.

• Reception duties, welcoming visitors, answering phones, dealing with enquiries.
• Daily input of data including ward admission & discharge databases and ensuring patients' documents are updated with appointments.
• Book transport, ensure transfer & discharge letters are escalated.
• Request appointments, procedures & results.
• Provide cover for other team members on the community wards.
• Complete audits.
• Ensure documentation of patients' valuables on admission.
• Scan, email & photocopy any information as requested and collate & prepare as required.
• Maintain stationery stocks.
• Capture staff hours on e-rostering.
• Check staffing levels & escalate any shortages.
• In liaison with Nurse in Charge, request agency staff.
• Check & send agency timesheets to the finance department.
• Handle donations & ensure they are receipted.

Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.

We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.

Vision: Transforming Lives

Values: Care, Innovation and Compassion

Mission: An ambitious, employee-owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.

Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+, Ethnic Minority and Men’s Networks. We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.

To provide high quality reception duties, through welcoming and greeting patients, relatives, staff and visitors to the ward and answering the ward telephones in a professional and courteous manner; dealing with enquiries appropriately and efficiently. Ensuring that any changes affecting the normal processes on the ward are communicated out to other relevant departments without delay.

Daily inputting and updating of data including updating ward admission and discharge databases and ensuring patients' documentation is updated with appointments and procedures, including patient follow-ups, booking patient transport, transferring patients to other care, ensuring transfer and discharge letters are escalated to the correct department or GP as per the Organisation's Policies and Procedures.

Provide cover for other team members, to collate and distribute daily, weekly and end of month data for the community ward as required in accordance with the Organisation's procedures and within the specified time frames. Ensure all relevant audits are completed accurately and within the specified time scales.

Ensure documentation of patients' valuables on admission are held securely and in accordance with the Organisation's Policies and Procedures, and returned to the patient upon discharge. Scan, email and photocopy any information as requested and collate and prepare documentation as required.

Maintain stationery stocks for the ward, ensuring that agreed stock levels are maintained and new stock is ordered when necessary using the relevant procedure. Capture staff hours on e-rostering and ensure that all data is accurate and completed within the timescale set out by the Organisation's Policies and Procedures. Ensure this is also signed off by the Nurse in Charge to avoid any delays.

Check staffing levels on a daily and weekly basis and elevate any shortages. In liaison with the Nurse in Charge, request agency staff to ensure the ward is staffed within the safe staffing levels. Check and send agency timesheets to the finance department on a weekly basis to ensure payment is processed.

Handle donations, charitable funds and ensure they are receipted into the correct budgets. There may be a requirement to undertake other duties as reasonably required to support the organisation, which may include work at other organisation's managed locations. The post holder will not be required to undertake any function for which they are not trained or qualified to perform.