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Healthcare Administrator – HMP Downview

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Central and North West London NHS Foundation Trust

14d ago

  • Job
    Full-time
    Junior Level
  • London

AI generated summary

  • You need strong administrative and IT skills, ability to work independently, initiative, and the capability to maintain high standards while supporting the healthcare team.
  • You will provide administrative support, manage appointments, handle correspondence, maintain records, assist with meetings, and ensure data accuracy and compliance within healthcare settings.

Requirements

  • To provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse.
  • The post holder will be expected to cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These require administrative and IT skills.
  • The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard.
  • The successful applicant may have contact with patients or service users.

Responsibilities

  • To provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse.
  • The post holder will be expected to cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These require administrative and IT skills.
  • The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard.
  • To book internal and external appointments for patients, change and update appointments in line with performance monitoring targets and service policies and procedures.
  • To prepare and distribute documents, mainly created using Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
  • To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer queries as appropriate to relevant members of the clinical team.
  • Deal with outgoing and incoming correspondence, ensuring that incoming correspondence is distributed as quickly as possible.
  • To support administration team leader and the healthcare teams with co-ordination of meetings, note taking and minute taking.
  • To assist with the local induction of new employees to the team.
  • Liaise with the IT and Facilities departments, as required, to ensure routine maintenance of equipment and treatment areas is kept up to date and to ensure that office supplies are available.
  • Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
  • To understand health and safety regulations and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
  • Data entry will mainly be using, but not limited to, Systmone, Nebula and Excel.
  • To ensure diligent and accurate processing of patient records and appointments. This will include making sure that NHS numbers, addresses are correct. Data input maybe required regarding clinical activities.
  • To ensure that all relevant paperwork is scanned and filed correctly in patient records and in accordance with Trust policies.
  • To maintain and update information on the clinical database including the processing of referrals, GP registrations, patient subject access requests (SARs), e-referral processes.
  • To develop an understanding of smartcard usage with the NHS spine, GP2GP activities and integrate these into daily activities.
  • To develop an awareness and understanding of the ordering systems such as oracle (SBS) for the ordering of medical and office supplies including invoicing and to integrate this into daily activities.
  • To collect and input statistical information using spreadsheets, a database or dedicated patient information system.
  • To check and ensure that data is accurately recorded for such purposes as hospital appointments, invoices and screening results.
  • To assist with collation of monthly performance data and production of reports for internal and external distribution.
  • Review reports sent by the performance team or managers, and engage positively in team meetings and supervision sessions as required by the Data Control Manager.

FAQs

What is the job title for this position?

The job title is Healthcare Administrator at HMP Downview.

Is this position full-time or part-time?

The position can be offered as 1 full-time role or 2 part-time/job share roles.

What type of healthcare needs will the administrator be managing?

The administrator will be managing the healthcare needs related to primary care, mental health, and substance misuse for patients in secure environments.

What are the working hours for this role?

The healthcare services operate on a 7-day week working model to ensure patient healthcare is managed to the highest standards.

What skills are required for this position?

The role requires initiative, administrative, and IT skills, as well as the ability to work without immediate supervision.

Will the administrator have contact with patients?

Yes, the successful applicant may have contact with patients or service users.

What career development opportunities are available?

The trust offers ongoing career progression through monthly supervision, personal development plans/appraisals, and access to internal and external training opportunities.

What benefits do staff receive?

Staff benefits include health and wellbeing services, season ticket loans, a cycle to work scheme, a relocation package, and access to MyTrustBenefits for discounts at various retailers.

Are there any specific responsibilities related to medical records?

Yes, responsibilities include diligent and accurate processing of patient records, data entry using systems like Systmone and Excel, and maintaining paper and electronic files in accordance with Trust policies.

How does the role involve performance management?

The administrator will collect and input statistical information, ensure accurate data recording, and assist with the collation of monthly performance data and reports.

Is there any onsite support for staff?

Yes, all sites in Surrey offer free use of onsite leisure facilities and free parking for staff.

What are the expectations regarding health and safety?

The post-holder will assist in maintaining a safe environment in accordance with fire and health and safety procedures.

Are there opportunities for further training and qualifications?

Yes, the trust provides access to exciting internal and external training opportunities and support for revalidation.

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Central and North West London NHS Foundation Trust

There's a place for you at CNWL.

Science & Healthcare
Industry
1001-5000
Employees

Mission & Purpose

Central and North West London NHS Foundation Trust (CNWL) has almost 6,550 staff providing integrated healthcare to a third of London's population, Milton Keynes, Surrey and areas beyond. We provide a wide range of services to treat people with a a variety of health needs, including common physical health problems, long-term conditions, mental health, learning disabilities, eating disorders, addictions and sexual health. We are here to provide support for people through every stage of life. Our catchment area covers a range of vibrant and diverse communities, with over 100 first languages spoken, ranging from areas of deprivation to areas of affluence. We are committed to providing services that need the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference.