Service Administrator

Job Description

Service AdministratorJob Type: TemporarySector: HealthcareDuration: Expected to be for 3 months and maybe longerLocation: BirminghamBand: 4Pay Rates: £11.00 to £12.00 paye including holiday or£12.00 to £13.00 umbrella per hour depending on skill and experienceWorking Days and Hours: Monday to Friday 9am to 5pm, 37.5 hours a weekJob Summary

• To act as the shared first line of contact for the Gender Identity Development Service.
• To provide an efficient administration service to team members, wherever based.
• To carry out a range of administrative tasks in order to ensure the smooth running of the office and service provision and support the Admin Lead and Assistant Service Manager.
• To act as Administrator to clinicians in the GIDS team.
• To work as part of a fully integrated admin team taking on tasks in collaboration with the other admin staff as directed by the Admin Lead or Assistant Service Manager.
• To provide cover for other GIDS admin staff in their absence.

To provide an efficient administrative service to the clinical team:

• To develop an effective working relationship with the allocated service clinicians, Admin Lead and Assistant Service Manager to ensure the timely communication of outstanding tasks.
• To pass on messages in a timely way when clinicians are working outside the Trust e.g. on outreach visits.
• To arrange meetings as required and advising other staff on clinicians availability, both internally and externally.
• To ensure that relevant papers / information are available for scheduled meetings in consultation with the Service Manager if required, e.g. packs of papers for outreach visits.
• To ensure that the Service Director and their PA are aware of and/or are copied into emails to team members on matters that are relevant to service delivery.

To deal with telephone enquiries from referrers/staff groups/ patients/ relatives/carers:

• To provide information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• To take accurate messages and pass on as appropriate in a timely manner.
• To discuss referrals in a tactful and professional manner, using judgment and discretion at all times, particularly taking into account issues of gender identity and role.

To respond to enquiries from professionals and external agencies:

• To be aware of general aspects of cases, to enable more effective communication with other professionals.
• To maintain confidentiality at all times.
• To divert Media enquiries to the Communications Office and the Service Manager in the first instance.
• To maintain a record of all contact with patients and professionals.

To take telephone calls from difficult and distressed clients and families:

• To display sensitivity, awareness of clients difficulties and to respond appropriately.
• To take particular care when addressing the clients gender in their presence.
• To file a record of such contact with clients as appropriate and ensure the clinician is fully aware of the situation.

To make travel arrangements for patients:

• To check for patient eligibility and keep accurate records of all bookings made to ensure the Service Manager can claim back the money from the relevant PCT.
• To advise patients on the reimbursement of fares through the General Office if tickets already purchased by them.

Additional requirements

• To make travel and accommodation arrangements for Service clinicians in London and any satellite service and to liaise with the Service Manager about the costs of these.
• To enter all appointments for clinicians as required onto the CareNotes System and ensure these are outcomed in a timely way.
• To type reports, letters and other documents transcribed from audio tapes and shorthand notes, including appointment letters, clinic notes and assessment notes. A high level of accuracy is required, particularly regarding the use of names, pronouns andother gender identity issues according to the clinical policy.
• To send out appointment letters and client administration letters
• To ensure Assessment Reports are produced by clinicians in a timely way and chasing these if required.
• To collect and distribute post from the General Office and ensure outgoing post is sent down to the General Office in a timely manner each day.
• To attend weekly multi-disciplinary team meetings as required and take minutes of all administrative / business matters that arise in the meeting in the absence of the Admin Lead.
• To provide administrative support in the organisation of GIDS events, e.g. Away Days, but also in any room booking or meeting arrangements within the Trust.
• To make diary arrangements for Service staff including room bookings and try to ensure that patients having regular appointments are seen in the same room, thereby keeping distress and confusion to a minimum.
• To receive and welcome clients, families and professionals for group meetings where appropriate and act as first point of contact for the Service.
• To provide cover for all other admin staff within the Service during periods of sickness and annual leave.
• To provide day to day supervision to Band 3 staff in the Service, supporting the post holder with tasks on any given day.
• To take on any other duties commensurate within a Band 4 role, as requested by the Assistant Service Manager and Admin Lead.

QuestionsDo you have strong administration experienceDo you have previous experience working as band 4 Administrator in the NHSDo you have previous experience working as an Administrator in the healthcare sectorDo you meet the criteria above and available to start immediately

Keyskills :
AudioBookingReferralsTravel ArrangementsGender Identity