Administrator - Place Based Team 1 (Atherstone)

An exciting opportunity has arisen for a dynamic, self-motivated individual to join the Atherstone Community Nursing Team. This role provides essential administrative and organisational support to a district nursing team that delivers healthcare services to patients in their homes and local communities. The role helps ensure the service runs smoothly, efficiently, and in line with healthcare policies and standards.

The post holder will be responsible for providing high-quality administration, supporting the service county-wide. Prompt and accurate administration is essential in supporting the service’s operational flows, aiding in the delivery of pro-active and high-quality care.

The successful candidate will be highly organised and self-motivated; managing and prioritising their workload to prevent delays in operations flows for this busy service. They will work well alone but also have excellent communication and interpersonal skills, good verbal and written skills and be able to interact effectively with team members and other health care professionals.

Main duties of the job:

• Providing a high-quality administrative service as a member of the Administration team supporting Nuneaton Central Place Based teams and Management team through effective team working.
• Be responsible for confidential, accurate and efficient administrative support using established processes and IT systems to meet monthly reporting deadlines.
• Support teams to co-ordinate patient pathways and visit allocation to deliver high quality patient care in the community.
• Meet the administrative demands in a busy office environment.

Detailed job description and main responsibilities:

• To plan and prioritise own workload, support nursing teams, management team and administration colleagues undertaking word processing of letters, reports and other documents using Microsoft Word, Excel, PowerPoint.
• To use own initiative when dealing with enquiries from colleagues internally and externally, and other health care professionals and direct as appropriate.
• To support teams with patient referrals and visit schedules using EMIS. Provide caseload reports and support with caseload maintenance and problem solving.
• To develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering.
• To be responsible for the ordering of weekly clinical nursing stores and non-clinical items such as uniforms, medical equipment and stationery, demonstrating an awareness of cost efficiency and effectiveness.
• To liaise with external organizations to arrange meetings and training sessions as required.
• To accurately input monthly staff rosters onto Health Roster and EMIS in a timely manner, meeting deadlines for approval.
• To produce weekly Lone Worker buddy system sheets and update.
• To update staff training compliance using established systems.
• To collate data to assist with the reporting of team quality and performance indicators as required by Professional Leads and Locality Managers to produce CQUIN / KPI reports.
• To liaise with external bank staff to fill vacant nursing shifts as requested by Professional Leads.
• To actively promote patient feedback survey by supporting teams with data collection and submitting results in timely manner.
• To be responsible for researching uploading relevant content to OOHCC Rugby social media sites.
• To organize meetings by arranging room bookings, meeting agendas and taking minutes with follow-up actions as required.
• To be responsible for the storage and recording of confidential patient and staff filing to meet requirements of Information Governance policy and procedures.
• Support the Management team with the implementation of new initiatives as required.
• To update OOHCC Action Plan as instructed by Team / Professional Lead and Locality Manager, as required.
• To participate and support Management team to promote staff wellbeing activities.
• Receive supervision from team / Professional Leads (face to face or by telephone or email).
• Participate in the Management of Change and make constructive suggestions to how the service can be improved; demonstrate resource efficiency.
• Demonstrate commitment to abiding by Trust Policies and Procedures and compliance with Health & Safety legislation.

Person specification:

• Level 3 NVQ/BTEC certificate in Business / Business administration or equivalent.
• GCSE A-C Maths and English or equivalent.
• Microsoft Office including Word, Excel, PowerPoint and email packages to level 3 standard.
• Experience of EMIS / electronic patient records.
• Proven office experience of at least 1 year preferably in NHS environment.
• Proven experience of delivery of administrative systems.
• Experience of dealing with internal and external clients both face to face and via telephone.
• Experience of using own initiative and prioritising workload.

Skills:

• Demonstrate good communication skills in person, on telephone and email.
• Demonstrate a high level of accuracy and attention to detail in all work undertaken.
• Must be able to deal with enquiries and identify those which can be dealt with and those which require escalation.
• Must be methodical and able to develop, organise and accurately maintain effective administration systems.
• Must be able to manage resources effectively.
• Must be able to respond appropriately to varying workloads and prioritize work effectively.
• Must be able to deal with interruptions and resume task in hand without loss of efficiency.

Personal Qualities:

• Able to work as part of a team in a friendly and enthusiastic manner.
• Able to work on own initiative and seek support and guidance when necessary.
• Demonstrate an understanding of the need for confidentiality in all aspects of work.
• To be able to adapt to change.
• Must be proactive, flexible and able to demonstrate good organisational skills.
• Able to work under pressure and understand the importance of meeting deadlines.
• Be willing to attend and participate in meetings as and when required.

Other:

• Must be a non-smoker whilst on duty.
• Must be able to work flexible hours.
• Must be willing to undertake Criminal Records Disclosure at enhanced level.
• Must be legally entitled to work in this country.
• Must be able to use general office equipment.
• Must be able to manoeuvre boxes of patient records and clinical stores using recommended moving and handling techniques.
• Able to travel to other areas for meetings and training purposes.