Administrator for CALM Service

Applications are invited for an administrator to join the Centre for Active Lifestyle Management (CALM) service at University Hospital Lewisham. The role is Monday and Tuesday (15hrs per week = 0.4 wte). This post requires an experienced administrator with evidence of having worked with health care systems such as the NHS. Please only apply if you have this experience.

Job Purpose

Provide a comprehensive administrative and secretarial service for the CALM team. Liaise with patients via telephone, e‑mail and letter regarding appointments, book rooms, enter appointment data on the hospital appointment system, type correspondence and reports, collate information, maintain records and appointments database, create patient files and use the electronic purchasing system for items required by the service.

Key Result Areas & Performance

• Provide a high quality secretarial and administrative service to the CALM team.
• Be the first point of contact for patients, their friends and families ensuring messages are passed on appropriately and timely.
• Deal with telephone and face‑to‑face enquiries from all staff groups, patients, relatives and carers, providing information, directing and prioritising queries as appropriate.
• Maintain patient confidentiality and GDPR compliance.
• Manage CALM patient files, ensuring accurate and up‑to‑date information.
• Manage CALM team mail, responding appropriately and prioritising for service delivery.
• Maintain accurate data in the CALM database.
• Extract, collate and summarise data for verbal, written or statistical reports.
• Manage CALM diary and ensure effective time management.
• Record and prepare draft minutes of meetings, specifying decisions made and follow‑up actions.
• Ensure stationery stock control, ordering to maintain adequate resources.
• Plan and organise meetings and events, including venue, attendees and travel arrangements.

Responsibility List

• Check patient appointments in and out on iCARE.
• Deal with written, telephone and e‑mail enquiries as appropriate.
• Book patients to appropriate appointments, workshops, groups and individual appointments with one or more members of the CALM team.
• Answer phone, cancellation e‑mails, post, date stamping, photocopying and scanning.
• Book interpreters as appropriate and provide the team with the necessary information to use the translation service.
• Book hospital transport for patients according to the hospital Transport Policy and liaise with the Transport team.
• Maintain competence in the features of the hospital computer system and undergo further training when systems are updated.
• Attend additional training as required and assist new staff with training.
• Refer enquiries to other members of the CALM team as appropriate, ensuring patient confidentiality is not compromised.
• Assist with Trust Complaints Procedures and obtain medical notes, photocopying and scanning when required.
• Offer suggestions for improving services.
• Track medical records on iCARE.
• Ensure all mandatory training is undertaken in a timely manner.
• Perform any other equivalent duties consistent with the level and purpose of the post.

General Information

The post holder will be required to work at any of the Trust sites in line with the service needs. The post holder must at all times carry out his/her responsibilities with due regard to the Trust's Equal Opportunities Policy. This job description describes responsibilities as they are currently required; duties will change over time and may be reviewed in the future. All staff have a responsibility to participate in the Trust's Performance Appraisal Scheme and to contribute to their own development and that of staff they appraise.

Valuing Diversity

It is the aim of the Trust to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part-time working status and HIV/AIDS status. The Trust has a Single Equality Scheme that employees contribute to.

No Smoking Policy

Smoking is prohibited in the Trust.

Waste Disposal

All staff must ensure that waste produced within the Trust is segregated and disposed of in compliance with relevant legislation and Trust policy.

Person Specification

Essential

• Good standard of education NVQ2 plus additional experience equating to NVQ3.
• GCSE English Language or equivalent.
• Clear handwriting and spelling.
• Numerate.
• NVQ Business Administration Level II or equivalent.
• RSA II.
• Certificate in Office.
• ICare Trained.

Desirable

• Additional experience or qualifications that support the role.

Experiences

• At least 2 years experience as a medical secretary and/or as a personal assistant to senior level staff.
• Experience of working with computers including good knowledge of Word for Windows.
• Experience in Excel/IT databases.
• Previous experience working in a multi-professional healthcare setting.
• Previous experience working in a mental health setting.
• Experience with ICare System and Electronic Discharge Summaries System.
• Previous experience of minute taking.

Skills and Abilities

• Good computer literacy (Word, Excel, PowerPoint).
• Good organisational and administrative skills.
• Good customer care skills.
• Effective communication skills.
• Ability to prioritise a busy workload.

Knowledge

• Basic understanding of practical Data Protection issues.
• Knowledge of child and adult protection issues.

Personal Qualities

• Able to work well within a team.
• Able to work to tight deadlines and within available resources.
• Able to work outside normal working hours on occasion if necessary to meet departmental needs.