Intermediate Administration Officer

at  Medway Community Healthcare CIC

Are you an experienced administrator with excellent organisational skills and an eye for attention to detail?
Are you able to deal with confidential and sensitive information in a timely manner?
If you have answered yes, we have the perfect role for you!
We are looking for an enthusiastic and motivated senior administrator to work within our care coordination centre children’s hub who has:
Experience of interaction with all levels of staff and the public.
Previous administrative and organisational experience.
Experience of managing and prioritising own workload and working to deadlines.
And a ‘can do’ approach.
To provide a high level of administrative support to the clinical services within a HR function, ensuring that personnel files are kept up to date, supporting with new starters and leavers and dealing with their equipment.
Be responsible for the ordering of clinical supplies and stationery .
Be responsible for dealing with referrals for community services and where necessary track patients through care pathways.
Provide a high level of customer service, liaising with patients on the telephone, service representatives, healthcare professionals and other colleagues on a frequent basis, dealing with a wide range of enquiries.
Responsible for dealing with safeguarding invites into the clinical service.
We are looking for someone who is highly organised and flexible in their approach to work. There is an element of working alone and working on their own initiative. The post holder would need to be comfortable communicating with all grades of staff and external providers and stakeholders.
If you answered yes, we’ve got the perfect role for you!
We are looking for ….
If this is you we look forward to welcoming you to our team.

So what else?

• This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you’ll even have the opportunity to become an MCH shareholder.
• We encourage staff to get involved in exploring new ways of working and service development.
• We’ll provide well established, in-service training, one to one supervision, and appraisals with regular support.
• You’ll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.

The small print

• Informal visits can be arranged on request.
• We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.
• MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.

1. Communication and relationship skills

• Deal effectively with internal and external enquiries demonstrating excellent communication and customer care.
• Provide and receive routine information either verbally or written, requiring tact or persuasive skills in order to overcome barriers to understanding.
• Deal with potentially complex, sensitive or confidential enquiries from patients, staff and the public.

1. Knowledge, training and experience

• Educated to A level standard or equivalent
• Experience of a range of office procedures
• NVQ3 in business administration / customer care or equivalent
• RSA Stage 3 or equivalent
• ECDL advanced desirable
• Accurate and timely copy/audio typing

1. Analytical and judgement skills

• Make judgements involving facts / situations sometimes requiring analysis of information
• Prioritise workload and make appropriate level decisions such as when to escalate and ensure this is done in a timely manner, e.g. telephone messages from staff / patients

1. Planning and organisational skills

• O rganise and allocate work, tasks or activities
• Manage diaries, plan meetings, rotas, schedules and clinics
• Work flexibly to maintain cover within the service / organisation
• Produce and maintain effective systems to ensure the service operates efficiently, e.g. planning appointments, ti me management, patient transport, maintain filing systems

1. Physical skills

• Advanced keyboard skills for regular use of computer systems
• Use office equipment, e.g. transcription equipment

1. Responsibility for patient / client care

• Provide non clinical advice and information to patients, carers, relatives or staff either face to face, over the telephone or by other means
• To have the ability to recognise when patient’s care is a priority and to ensure that patients are given assistance at all times, treating others with courtesy, respect and makes them feel valued

1. Responsibility for policy and service development implementation

• Responsible for ensuring that organisational policies and procedures are adhered to and implemented.
• Contributes to changes and updates of polices / procedures in own area of work.

1. Responsibilities for financial and physical resources

• Manage and ordering of stock / office stationery / equipment
• Maybe required to handle petty cash and patient valuables
• Maybe required to issue / take responsibility for equipment used by self and others

1. Responsibilities for human resources (HR)

• To supervise and co-ordinate the day to day work of new or less experienced staff

1. Responsibilities for information resources

• Create or format databases / spread sheets / publications utilising appropriate IT systems
• Transcribing / copy typing information provided by others
• Formal Minute taking
• Management of information either electronic or paper based

1. Responsibilities for research and development (R&D)

• Will be required to undertake surveys and audits when requested in own area of work.

1. Freedom to act

• Plan and organise own workload using own initiative, escalating to manager when required
• Works independently to defined policies and procedures.

8. Responsibilities for financial and physical resources

• Manage and ordering of stock / office stationery / equipment
• Maybe required to handle petty cash and patient valuables
• Maybe required to issue / take responsibility for equipment used by self and other

9. Responsibilities for human resources (HR)

• To supervise and co-ordinate the day to day work of new or less experienced staf

10. Responsibilities for information resources

• Create or format databases / spread sheets / publications utilising appropriate IT systems
• Transcribing / copy typing information provided by others
• Formal Minute taking
• Management of information either electronic or paper base

11. Responsibilities for research and development (R&D)

• Will be required to undertake surveys and audits when requested in own area of work