Community Administrator - Diabetes Specialist Team

at  University Hospitals of Morecambe Bay NHS Foundation Trust

We have an exciting opportunity for a motivated Band 3 administrator to join our dedicated, friendly, caring and supportive Diabetes Specialist Team within the Integrated Community Care Group. The role is a 15-hour permanent position , based on the Furness General Hospital site, Barrow -in-Furness. Working days would be a Thursday and Friday with the expectation or providing alternative day as per service cover need.
The role will include all general administrative tasks to support the Diabetes Specialist Team . You will be able to work as an effective team member, demonstrate effective communications skills both written and verbal and support the team in the delivery of patient focused care. Previous appointment booking experience together with knowledge of the EMIS system an advantage.

JOB SUMMARY

Provide a full administration & secretarial service to the Community Nursing Team . This involves IT work, note preparation, taking minutes, attending meetings, inputting patient data, preparing spreadsheets and audit information under guidance of the team lead, archiving patient notes, photocopying, scanning, designing and preparing templates/posters/information leaflets. Be main point of contact for patients/relatives/carers and other health care professionals, take messages, give information and non-clinical advice, and signpost callers as appropriate.
We operate from three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, and Ulverston Community Health Centre.
FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.
WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.
All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.

1. Provide general administrative support to team. This involves IT work, note/file preparation, inputting patient data, attending meetings, taking minutes. Preparing spreadsheets and audit information under guidance of the team lead, archiving patient notes, photocopying, scanning, designing and preparing templates/posters/information leaflets. Be main point of call for patients/relatives/carers and other health care professionals; take messages, signpost callers for non-clinical advice as appropriate ensuring adherence to Caldecott guidelines. Communication via phone with service users and families in a compassionate and empathic but assertive manner as appropriate.
2. Make appointments, liaising with the District Nursing Team members as appropriate – to ensure effective use of clinical time
3. Respond appropriately to enquiries from service users, NHS services, outside agencies - referring to other members of the team when necessary. It is necessary for this task to be undertaken timely and accurately to ensure best patient care is provided.
4. To administer the General Domiciliary Care process for patients. This involves completion of appropriate documentation, liaison with care agencies to establish care package availability, ensuring all information is uploaded to the portal
5. To ensure all administrative processes following an RIP are undertaken – ensuring standard operating procedures are followed in a timely manner
6. Ensure adequate nursing supplies and stationery stocks are available for teams including preparation and printing of relevant templates and forms.
7. Ordering medical equipment under guidance of team lead ensuring all new and disposed items are recorded appropriately on the medical devices register. Arrange for servicing and training for equipment as instructed by the Team Lead. Ordering patient equipment via the Cambels system under guidance of the team lead
8. Use a variety of IT packages for various tasks including inputting patient and other performance data into information systems
9. Work across other sites as required i.e. Clinics and practices that form part of identified workload
10. Support a range of meetings preparing agendas and taking notes/minutes Ensuring these are typed up in a timely manner
11. Collect patient and staff feedback, comments and complaints and forward onto Patient Experience Team as appropriate
12. Collect/distribute incoming mail/messages
13. Assist the District Nursing Team Lead with team monthly rota and uploading onto EMIS system
14. Provide information to patients regarding district nurse appointments and directing queries to the correct sources.
15. Ensure records are maintained and accurate on EMIS or equivalent patient records systems
16. Produce, receive, archive and reactivate patient records, in accordance with the trusts retention and destruction policy.
17. To liaise with colleagues across the Care Group and provide cover for their teams during periods of leave as necessary
18. Responsible for recording information as requested ie , /external training days etc
19. Have responsibility for ensuring a robust filing system for patient records implementing procedures that ensure clinicians have access to records and information in a timely way
20. To report any security, work environment, or building maintenance/repair issues to appropriate personnel and ensure Health and Safety within the workplace is maintained
21. To maintain good housekeeping standards and ensure a safe working environment for staff and patients
22. Demonstrate systems in place to new office colleagues during induction period
23. Act as a site first aider and fire warden and undertake daily, weekly and monthly fire checks
24. Arrange and book meetings with outside health professionals
25. Calculate annual leave entitlement for team members and keeping a tracker of AL taken throughout the team