Team Administrator

• Manage the processing of new referrals into the service in accordance with locally defined Standard Operating Procedures.
• This may include registration of new patients onto the Electronic Patient Record (EPR) system and creating new referrals.
• Process referrals appropriately by booking appointments for groups or treatment and clinic appointments as required, arranging cancellation of appointments and rescheduling where requested in a timely manner.
• Manipulation of the Electronic Patient Record system to enter and retrieve patient data as required to support the navigation of referrals
• Managing all incoming telephone calls politely and efficiently, taking messages as required and navigating all calls appropriately in line with the Standard Operating Procedure.
• Always providing a high standard of communication with a patient centred approach
• Communicating effectively with internal and external stakeholders, acting as an ambassador for the organisation when responding to queries by telephone or electronically.
• Preparing documentation in the form of letters and other correspondence as directed by the clinical team in an appropriate format
• Process incoming/outgoing post, taking appropriate action as defined by local Standard Operating Procedures

• Sending clinical correspondence as directed to GPs, internal teams, voluntary sectors and other organisations as required using secure methods of electronic communication such as Docman or e-mail and by post.
• Carry out procurement of office supplies, review stationery requirements, order printed stationery and other ad hoc items as required by the team.
• Maintain effective diary management as required by line manager.
• Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by operational procedures
• Undertake the administrative tasks of requesting services including the submission of works tickets and urgent requests for maintenance/estates via the Helpdesk, IT, and Information where appropriate under the direction of the line manager.
• To provide training and mentor junior staff and apprentices with support and guidance from line manager.
• As necessary, be responsible for the administration of petty cash and use of safe in line with Financial Procedures.
• Use and maintain knowledge of current IT systems, support with implementation and development of new systems and information technology as required.
• To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required.
• Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles.
• To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service.
• Comply with and actively promote BCPFT policies and procedures.

Essential

• Substantial recent experience of working in a busy administration environment
• Experience in a customer facing role
• Ability to be adaptive and flexible in response to additional workload
• Meeting preparation and experience of co-ordinating meetings
• Proficient in Microsoft Office package specifically Word, Excel, Outlook and MS Teams
• Knowledge of a range of administrative/secretarial procedures Understanding of the Data Protection Act and NHS Code of Confidentiality