Administration Team Coordinator (Sexual Health)
Job summary
Band 4 Administration Team Coordinator (Sexual Health)
- To ensure high levels of patient & clinical satisfaction by being accessible, patient focused and a knowledgeable point of contact, working within the Florey Clinic and adhering to the British Association of Sexual Health and HIV guidelines / policies / protocols.
- Ability to supervise the administration team and allocate work appropriately. Working with the Patient Pathway Manager and Service Manager to ensure the smooth running of the service.
- Participate in the provision of an integrated sexual health service, assisting clinicians in managing patient requirements. Specifically, the post holder will be a point of contact for all administrative issues relating to patients' pathways of care within the Florey Unit.
- Requires a good working knowledge of administrative standard operating procedures (SOPs) relating to all aspects of the service and can provide both reception and administrative cover and support to any aspect of the service when needed. This role includes general admin duties, including but not limited to answering patient and staff telephone queries, working on reception, scheduling appointments, processing clinic letters, filing and general clerical tasks.
- Requires excellent keyboard / data entry skills, comfortable communicating with patients, colleagues at all levels. Work quickly and accurately under pressure. High level of patient confidentiality is required due to the sensitive nature of the department.
Main duties of the job
- Supervision of the band 2 receptionists and band 3 administrators, including assisting with issues or queries, coordination of annual leave requests and roster management on Optimize (approving annual leave, recording sickness, approving timesheets, etc.).
- Ensure there are sufficient staffing levels within the Administration Team at all times. This will include planning the rota for reception to cover both the front desk and phone lines.
- Provide training and development to staff members in the Administration Team as required, e.g. use of systems such as Lilie (patient record system) and other systems, SOPs, dealing withqueries from patients, etc.
- Develop a good working knowledge of administrative SOPs relating to the service. Provide cover and support to any aspect of the service as required (Florey Clinic reception, HIV,Contraception and Psychosexual Therapy).
- Liaise with colleagues and clinicians in a variety of different roles as a multi-disciplinary team and assist with any administrative queries.
37.5 hours p/w (Working Pattern is as follows: Monday: 09:00-19:00 Tuesday: 09:00-16:00 Wednesday: 07:00-16:00 Thursday: 08:30-17:00 Friday: 09:00-15:00 - the post holder will also be required to work some Saturdays (08:30-12:30) as part of a rota system. Time will be taken back in lieu during the week when working Saturdays. Location of work: 90% Florey Clinic (Reading) / 10% Outreach Clinic (Newbury)).
About us
The town of Reading sits on the River Thames and is served by great road and rail links to London, Oxford, and Southampton. With excellent leisure and shopping facilities, and a thriving cultural scene, Reading is a wonderful place to live, work, and play and provides excellent facilities for families, including some of the best state and private schools in the UK.
The CQC rated the care provided by the Royal Berkshire NHS Foundation Trust as Good.
Our Trust "CARE" values:C ompassionate,A spirational,R esourceful,E xcellent, reflect the type of Trust we aspire to be and you can join our dedicated and talented staff to make this happen.
Job description
Job responsibilities
Please refer to the attached Job Description and Person Specification for further details of the job role.
Person Specification
Education/Qualification
- Educated to A-level, or NVQ Level 4 in Business Administration/Customer Care or acquired equivalent experience
- GCSE or equivalent in English and Maths, grades A-C
- Computer Literacy Course e.g. ECDL
Previous Experience, e.g. paid and unpaid relevant to the post
- Experience of working with patients and providing information regarding their appointments or treatment needs
- Experience of working as part of a multi-disciplinary team
- Experience of using full range of IT systems and patient data systems, experience of using Microsoft Office, including
- Customer Care experience
- Experience of supervising staff
- Experience of records management
- Experience of scheduling patient appointments and / or admissions
Skills, Knowledge, Abilities
- Accurate data entry, typing and checking skills, ability to produce letters / reports using Word and Excel, excellent interpersonal skills
- Ability to communicate effectively with people at all levels, ability to use own judgement to resolve problems and queries competently, including those of a sensitive and confidential nature, ability to plan, prioritise and delegate
- Manage and interpret data correctly to inform decision making
- Strong attention to details and excellent IT skills
- Ability to initiate and co-ordinate change to own working practices
- Thorough knowledge of healthcare administrative systems and processes
- Knowledge of the Lilie system and contribution to service improvements
- Makes a positive contribution to effective multi-disciplinary team working
- Knowledge of medical terminology appropriate to specialism
- Knowledge of specialty specific patient pathways
- Understanding of the National Sexual Health Strategy
- Knowledge of NHS research systems and Research Governance
Aptitudes, Personal Characteristics, e.g. aptitude for figures, special demands of the post.
- Excellent Interpersonal skills and time management
- Ability to work in a non-judgemental manner
- Adhere to confidentiality and ability to use own initiative
- Motivated, enthusiastic and highly organised
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Royal Berkshire NHS Foundation Trust
Address
Royal Berkshire Hospital
London Road
Reading
RG1 5AN
United Kingdom
Employer's website
https://www.royalberkshire.nhs.uk/