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Healthcare Administrator – HMP Downview

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Central and North West London NHS Foundation Trust

2mo ago

  • Job
    Full-time
    Junior, Mid & Senior Level

AI generated summary

  • You must have GCSEs, NVQ Level 2 & 3 in Administration, ECDL, and strong Microsoft Office skills. Experience in health admin, teamwork, and excellent communication are essential.
  • You will provide administrative support, manage appointments, handle correspondence, maintain patient records, assist with meetings, and ensure data accuracy while adhering to policies.

Requirements

  • Educated to GCSE level or higher (grade C or above).
  • NVQ Level 2 Administration (or equivalent)
  • European Computer Driving Licence
  • RSA in shorthand/typing
  • NVQ Level 3 Administration
  • A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and Powerpoint
  • Ability to work in a flexible and organised manner, to prioritise and work to deadlines
  • Ability to communicate effectively in English in writing
  • Confidence to work on own initiative and to consult as needed
  • Must be numerate and able to provide statistical data clearly and accurately
  • Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics.
  • Ability to work positively in a team
  • Ability to work under pressure.
  • Ability to maintain confidentiality appropriately and understand the issues involved.
  • Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person
  • Able to build constructive relationships with warmth and empathy, using good communication skills.
  • Experience of dealing with members of the public both face to face and on the phone
  • Experience of working in health or health related environment
  • Experience of working with databases
  • Substantial experience in administration
  • Work within multidisciplinary teams.
  • The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job.
  • Ability to promote anti-discriminatory and anti-racist practices.

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 may be 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 the position advertised?

The job title is Healthcare Administrator – HMP Downview.

What type of employment is being offered?

The position is available as either 1 full-time role or 2 part-time/job share roles.

What qualifications are required for this role?

Candidates must be educated to GCSE level or higher (grade C or above) and hold an NVQ Level 2 in Administration or equivalent.

What are the essential skills needed for this position?

Essential skills include a comprehensive working knowledge of Microsoft Office software, the ability to communicate effectively in English, good organisational abilities, and the capability to work under pressure.

Is experience in a healthcare environment necessary?

Yes, candidates should have experience dealing with members of the public both face-to-face and on the phone, as well as experience working in a health or health-related environment.

Are there opportunities for career progression?

Yes, there are ongoing career progression opportunities, including monthly supervision, annual personal development plans, and access to various internal and external training programs.

What type of training is provided for new employees?

New employees will receive support with local induction to adapt to the team and its processes.

Are there any employee benefits included in this role?

Yes, the role includes excellent staff benefits such as health and wellbeing services, season ticket loans, a cycle-to-work scheme, and a relocation package.

Will the successful applicant have contact with patients or service users?

Yes, the successful applicant may have contact with patients or service users as part of their role.

Is prior knowledge of medical terminology required?

While it is not essential, knowledge and understanding of medical terminology is desirable for the role.

What are the working hours for this position?

The healthcare services work to a 7-day week working model, meaning flexibility may be required to ensure care is maintained at all times.

Do we support vaccinations for staff?

Yes, as an NHS Trust, we strongly encourage and support vaccinations to protect staff, their families, colleagues, and patients.

Is there any support for professional development?

Yes, employees can access exciting internal and external training opportunities and support/guidance with Revalidation.

Are team-building activities or recognition programs offered?

Yes, the Trust recognizes its staff through Hidden Gem awards and annual award ceremonies to acknowledge their contributions.

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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.