Clerical Assistant

Job summary

An exciting opportunity has arisen for a Band 3 Administration Assistant to join the Urgent Community Response (UCR), Community Response Team (CRT) and Rapid Response (RR) service at South Warwickshire University NHS Foundation Trust.

The post holder will provide comprehensive administrative and clerical support to the multidisciplinary community teams, ensuring the smooth day-to-day running of the service. Working closely with the Admin Team Lead, Professional Team Leads and Locality Manager, the successful candidate will support patient pathways through the accurate processing of referrals, maintenance of electronic patient records, data collection and reporting, workforce administration and effective communication across internal and external stakeholders.

This role is integral to supporting clinicians to deliver timely, high-quality care by ensuring administrative processes are completed efficiently and accurately.

Main duties of the job

To provide high-quality administrative and clerical support to Urgent Community Response (UCR), Community Response Team (CRT) and Rapid Response (RR), Professional Leads and Locality Manager

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Job responsibilities

Input into Health Roster: e-expenses, e-roster shift changes, annual leave changes

InPhase: Check incident actions, collate incidents, create reports from incidents to assist Team / Professional Leads and Locality Manager

To access relevant systems, update risks, HR information, staff records, milestones and actions, including Word and Excel documents on the instruction of Admin Team Lead, Professional Leads and Locality Managers

EMIS support, caseload maintenance and problem solving

Referral and data inputting (EMIS)

Data collection to assist Team / Professional Lead and Locality Manager to produce CCIs / KPIs / IWGC / Orbis Lone Worker Device reports

Data collection to assist the Teams / Professional Lead and Locality Manager to produce data quality reports

To update as instructed by Team / Professional Lead and Locality Manager, Team action plan as required

Complete staff change forms as per policy and as instructed by Team / Professional Lead and Locality Manager

Communicates with internal and external stakeholders passing relevant information to team or Professional Leads and Locality Manager as required

Disseminate appropriate communications to other Administration Support

Communicates using a wide range of sources including telephone, IT, emails, written and face to face contact

Takes and conveys messages, reporting any changes to the Team or Professional Lead in charge. This may be work scheduled or changes in patients conditions and disseminate appropriate information to junior staff

Undertake data collection and collation activities effectively and to time using agreed systems

Person specification

Qualifications

Essential

• Level 3 RSA /EDI Level 3/OCR Level 3 or equivalent
• Experience using Office 2000 including Word

Desirable

• Experience of Excel and e mail packages to Level 3 standard

Experience

Essential

• Able to prioritise own workload
• Able to maintain efficient filing system

Skills

Essential

• Take messages accurately and clearly
• Effective verbal and non-verbal communication skills
• Must be able to manage resources effectively

Personal Qualities

Essential

• Work as part of a team with minimal supervision
• Able to demonstrate an awareness of confidentiality

Other

Essential

• Must be a non-smoker whilst on duty
• Must be able to work flexible hours
• Must be willing to undertake Criminal Records Disclosure at enhanced level
• Must be legally entitled to work in this country