An opportunity has arisen to join a growing Pulmonary Rehabilitation team in West Norfolk, to provide a comprehensive, pro-active and efficient administrative service to the Team ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard and to contribute to the smooth running of the service and its overall effectiveness.
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
- Using a range of software programmes to produce, maintain and distribute documents, including spread sheets, action logs, ,presentations and reports. This includes adding narrative to a variety of reports such as weekly waiter status reports and monthly and quarterly KPI reports, which involves data entry, text processing, storage of data and responsibility for maintaining multiple information systems.
- Maintaining databases and ensuring they are up to date to accurately reflect the number of referrals into the service, ability to quickly filter information to reflect numbers of referrals from specific surgeries and the number of DNA’s for the service.
- Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner. This includes the accurate filing of patient referrals and notes, as well as supporting clinical managers to ensure that staff personnel files are organised accurately and efficiently.
Find out more about working for our organisation here: https://online.flippingbook.com/view/226719057/
Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas and distributing papers, making room bookings, arranging meeting room layout, equipment, and hospitality, greeting visitors and taking formal minutes at meetings.
To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients’ fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
To be responsible for the efficient use of office equipment and supplies, such as carrying out Emergency Bag checks with nursing colleagues. This includes monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
To ensure inhaler stores for the service are kept well stocked and maintained. This includes gathering information from suppliers to print and produce guides for patients on how to use inhalers and other equipment.
Inputting onto various databases and systems, including SystmOne, Healthroster, PAS,Powergate and designated spread sheets, within the required timescales and deadlines. This includes scanning referrals which may be urgent, liaising with health professionals to correctly process the referrals, and adding patients to the appropriate waiting list. Supporting clinical managers by adding staff ledgers to SystmOne and updating the ledgers as necessary.
To ensure that Pulmonary Rehab shared inbox is monitored regularly, and referrals are received and dealt with in a timely manner.
Supporting clinical colleagues by entering confidential patient information on NACAP database on a weekly basis, including information relating to patient referrals.
To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
To be responsible for ensuring that the Breathe Easy petty cash and monies are accurately recorded and banked promptly once a month and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To report sickness absence and calculate annual leave for Managers.
It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
