Administration Assistant

at  Cambridgeshire Community Services NHS Trust

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry. Maintain accurate patient records both manual and electronic in accordance with the organisations Record Keeping Policy. When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time. When required, take bookings for meeting rooms.
Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy. Provide administration support to the iCaSH Service secretaries if required. Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes. Open, sort and prioritise clinic mail.
Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record. Communication Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes. Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner. Key working relationships The general public including patients and their families if appropriate Head of iCaSH Services iCaSH Service Manager Service Support Lead Clinical Nurse Manager Administration Team iCaSH Locality Team iCaSH Clinical Team iCaSH Medical Team Other Cambridgeshire Community Services employees iCaSH/CCS Subcontracted Services External/Third party organisations Budgetary Responsibility Contribute to the financial delivery and sustainability of the department objectives.
Support with stock control and ordering as required. People Management Maintain own professional development and participate in The Trusts appraisal and KSF process. Participate/support in clinical audit, service development and research projects if required. Clinical and Practice Governance Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies. The post holder must adhere to the Trust risk assessment and risk management processes. The post holder must adhere to infection prevention and control policies and procedures. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
The post holder should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required. The post holder is required to participate in relevant emergency preparedness process for their team

Please refer the Job description for details