administrative assistant Southampton, England
Job description
JOB DESCRIPTION
Post: Admin Support Officer – Care Coordination Centre
Department: Community Team
Reports to: Lead Admin Support Officer – Care Coordination Centre and Inpatient
Unit
Hours: 22.5 hours per week to include weekends and some evenings as required
Salary: £13,136.13 a year (21,893.55 per annum Full Time Equivalent)
Overview of Role
To maintain effective and efficient administration systems by providing daily administrative support to the Care Coordination Centre and Inpatient Unit Teams based at Mountbatten
Hampshire to ensure the smooth running of all Mountbatten services across Hampshire.
Responsible for processing referrals/discharges, minute taking/meeting organisation/diary management, sending the necessary medical letters/reports as required, responding to enquiries received as required.
Responsible for the input of all data management onto the designated Mountbatten systems, including SystemOne as required by your teams and line manager.
Provide administration support as required to other areas of Mountbatten Hampshire to ensure the smooth running of services across the Mountbatten Group.
Care Coordination Centre General tasks
- To provide a comprehensive administrative service to key team and other colleagues and service users of Mountbatten Hampshire
- To deal with all telephone enquiries from patients, carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto the appropriate accurately to the relevant department/employees required
- Assist the Clinical Team Leaders with maintaining departmental rotas, diary and appointment schedules as requested on a daily basis
- Ensure all tasks assigned to this role are dealt with in a timely manner and act as the point of contact for Community Team queries from all the Community and Medical Teams of Mountbatten
- Maintain and order all stationery and forms for the Community and Medical teams as required to ensure all items are fully stocked, liaising with the Lead Receptionist for ordering
- In conjunction with other relevant Mountbatten Hampshire colleagues, assist in the design and development of administrative processes/protocols to enhance the service provisions of Mountbatten Hampshire
- Assist with the preparation, development and production of correspondence, agendas, minutes, reports and presentational material that are delivered to Mountbatten Hampshire standards
- To attend meetings, prepare agendas and produce minutes at designated meetings, ensuring that any actions arising are communicated to the relevant teams/employees and the actions are completed in accordance with agreed deadlines. All minutes to be produced in a timely fashion.
- Process all referrals onto SystemOne accurately, ensuring urgent requests are given priority and that these processed immediately and raised with the Community and Medical team as required
- Discharge patients from the Community Team as requested, ensuring standard operating procedures are always adhered to
- Provide a comprehensive administrative service within the Care Coordination Centre to ensure that Community colleagues are supported, but also to ensure that the Care Coordination Centre works as efficiently as possible – this will mean ensuring that administration is effective for all Community team
- To support Mountbatten Hampshire Medical Team with all administration duties, to include populating clinic letters from SystemOne and weekly medical rotas
- To ensure and manage the smooth running of both Community Team/ Inpatient Unit Syringe drivers. To accurately document on SystemOne in a timely manner the booking out and return. To ensure syringe driver boxes are fully stocked in readiness for use. To liaise with Inpatient Unit for ordering when required.
Inpatient Unit Tasks
- To check and maintain the daily ‘bed state’ updating the system regularly, to allow maximum and efficient use of bed space at Mountbatten Hampshire
- To check and complete patient identification data on all relevant documentation, utilising the relevant computer system to update information, as necessary, and ensure that sufficient patient identification labels are available
- To receive patients, relatives and visitors onto the ward/unit/department, to ensure that they are appropriately orientated
- Where applicable to assist medical colleagues by ensuring that all visitors adhere to any prevailing visitor limitations or PPE requirements at all times
- To co-ordinate the appropriate storage of patient property, ensuring that patients’ valuables are kept securely e.g. that patient valuable are taken to the Finance Office
- To ensure that SystemOne is used to update all patient records, particularly admission/discharge recording
- To make discharge/transfer arrangements for patients, as instructed by nursing staff, to include the booking of transport service, if required
- To provide comprehensive administration support to medical colleagues, which would include (but not be limited to), arranging patient medical investigations, making outpatient/follow-up appointments, assisting with non-medical enquiries, preparing medical certificates. To ensure all death paperwork is completed in a timely manner.
- To assist/advise relatives in arranging overnight accommodation, if required
Education and Training Responsibilities
Ensure you are compliant with all mandatory training requirements as well as those required by Mountbatten Hampshire to remain fully-informed in regards to hospice and Mountbatten
Hampshire expectations
Research, Audit and Service Evaluation Responsibilities
Support Mountbatten Hampshire colleagues with the formatting of audits when required
Other Responsibilities
- Support the administration provision at Mountbatten Hampshire by being flexible and able to cover Inpatient Unit Ward Clerk ASO role and/or Reception as reasonably required
- Provide administrative support to other areas of Mountbatten as required
- Complete internal audits and the associated audit reports as required
- Liaise as necessary with both internal and external stakeholders, businesses, and members of the community, providing an effective link with the organisation for those bodies and individuals
- Develop and maintain effective working relationships with all other Administration colleagues at Mountbatten Hampshire, volunteers and visitors
- Undertake specific project work as directed
General
All Mountbatten employees are:
- Required to abide by the Health & Safety at Work Act
- Required to attend mandatory and refresher training annually
- Required to respect confidentiality applying to all Mountbatten matters
- Required to work within Mountbatten policies and procedures
- Required to participate in and contribute to team meetings
- Required to cooperate and liaise with departmental colleagues
- Required to adhere to the Data Protection Legislation and General Data Protection Regulations in all aspects
- Required to provide a new DBS Certificate every three years in line with the Disclosure and Barring Policy and Procedure
- Expected to promote, at all times, Mountbatten’s philosophy and uphold the Mountbatten core values
- Expected to demonstrate at all times a commitment towards equality and diversity
- Expected to demonstrate a commitment to their own development, to take advantage of education and training opportunities and develop their own competence
- Expected to support and encourage harmonious internal and external working relationships
- Expected to make a positive contribution to fundraising and raising the profile of Mountbatten
This role profile is not exhaustive and all employees are expected to undertake additional reasonable duties as requested. The profile will be subject to periodic review and may be amended following discussion between the post holder and employer.
OUR VALUES
We care about what we do. We appreciate that people are different and we are kind and compassionate to our patients and families, to our local community and to each other
We are experts in our field. We are professional at all times, aspiring to be the best that we can be in everything that we do
We are innovative and bold. We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources
We respect our community. We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others
Job Types: Part-time, Permanent
Part-time hours: 22.5 per week
Salary: £13,136.13 per year
Benefits:
- Additional leave
- Company pension
- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Sick pay
Schedule:
- Day shift
- Weekend availability
Work Location: In person
Application deadline: 03/08/2023
Reference ID: VC149a
