Senior Administrator

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Detailed job description and main responsibilities
• Processing of all referrals into the service, ensuring that all relevant systems are updated in accordance of that referral.
• Ensure an effective admin service is provided to meet the needs of service users.
• Ensure calls to the base are dealt with efficiently and professionally.
• To ensure any new data quality processes and systems are put in place to improve service user experience.
• Provide first point of contact for written and telephone enquiries using judgement to establish validity and priority of the contact.
• Deal with any referral enquiries using judgement and always observing patient confidentiality.
• Track all service users from referral to discharge ensuring all appointment and correspondence are within local and national targets to assist with driving quality improvement and performance.
• Check the patients' status, follow up appointments etc have been booked when mentioned in correspondence / discharge correspondence using the EPR systems, ensuring demographic details are correct and amend where necessary.
• Receive and distribute mail on a daily basis as required using judgement and experience.
• Plan and organise appointments in both the clinical diary systems and outlook diary systems.
• Arrange appointments and meeting as required using judgement and experience to act in priority cases.
• Ability to prioritise workload.
• To facilitate and manage, including minuting and dissemination of minutes, for any meetings requested relevant to your role or during time of cover for colleagues' absence.
• Participate in the appraisal process with required knowledge of the Knowledge and Skills framework (KSF)
• Attend and participate in regular administrative meeting.
• Manage trainee/agency administrators ensuring effective office system is maintained.
• Cooperate fully in the introduction of new technology and in the development of new methods of working as appropriate to your area of responsibility.
• To take responsibility for own area of work, ensuring any areas of concerns are raised timely and appropriately.
• Support service developments relevant to your area of work and assist in change programmes to enhance the service delivered.
• Maintain the highest standard of confidentiality with regards to information concerning clients/staff at all times.
• Maintain and update patient' records and filing systems, involving the use of the electronic database and the Trust Electronic Patient Record (EPR) Systems.
• Ability to use word processing package to a high standard.
• To provide analytical data to the service as and when required.
• To validate all data quality reports for your service and update the EPR system as required.

Person specification

Skills and Abilities

Essential criteria

• Ability to be numerate and provide and analyse statistical data accurately. • Evidence of leadership skills. • Effective time management skills • The ability to prioritise and plan conflicting and complex work demands • An excellent telephone Manner • Outstanding communication Skills • Ability to prepare and deliver induction and training • Advanced keyboard Skills • The ability to navigate IT systems, Inc. Excel, Word and Power point • A caring and sensitive attitude when communicating with staff and patients • A mature disposition

Desirable criteria

• Patient administration background • Knowledge of the EPR system • Advanced keyboard skills

Experience

Essential criteria

• Working in a supervisory role and management of staff • Working in a confidential environment • Data analysis • Proficient in the use of Microsoft Package, EPR and other systems used in the service • Use of office equipment

Desirable criteria

• Experience of communicating with patients' / service users/ family members

Education and Qualifications

Essential criteria

• Relevant level 4 competency-based qualification (such as NVQ) or equal demonstrable experience

Desirable criteria

• IT related qualification

Knowledge

Essential criteria

• The Data Protection Act • Patient Confidentiality • Competent in management of DQ and Performance targets • Use of office equipment

Desirable criteria

• Use of EPR systems • Experience in using Power BI, Health Roster, EOL, Integra.

Important Information about working for GMMH:

All positions within the Trust are subject to satisfactory pre-employment checks, for further information on the checks required please visit the NHS Employers website www..nhsemployers.org

Applicants are encouraged to apply for posts at Greater Manchester Mental Health who have direct experience of mental health, learning disability or drug and alcohol services either as a service user or a carer.

The Trust is also committed to safeguarding children, young people and vulnerable adults and requires all staff and volunteers to share this commitment.

We are aspiring to ensure our workforce is representative of the diverse communities that we serve, and we are strongly committed to removing barriers to employment for candidates from under-represented groups, for example BAME, Disabled and LGBT+ communities. If you would like to have an informal chat about the recruitment process for this role or would value some additional support, we'd love to hear from you.

Sponsorship

We are proud to be an approved sponsor for the Skilled Worker visa. Applications from individuals who require sponsorship will be considered alongside all other applications. Please be aware that not all roles are eligible for sponsorship. You can review the list of eligible roles and salary requirements on the UK Government's website - click here.

If you are offered a role with us and you require sponsorship, we will check your eligibility in line with the information on the above website. Your offer of employment could be withdrawn if the role is not eligible for sponsorship, and you are not otherwise able to evidence your right to work in the UK.

Do you have experience outside the NHS?

We want to attract and retain people with diverse skills and experience, to deliver inclusive healthcare services to our communities.

We will consider relevant experience outside the NHS to calculate your salary on appointment. Please contact our Recruitment Team for more information.

**Please note, this vacancy may be closed at any time if sufficient applications have been received**

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Band 4 Job Description EDS (PDF, 256.4KB)
• Band 4 Administrator (PDF, 136.6KB)
• Important Candidate information (PDF, 2.5MB)