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Receptionists/Office Clerks/Senior Administrators-Suffolk

  • Job reference: LCNMNCSFLK
  • Location: Suffolk
  • Job type: Temporary
  • Area of Expertise: Administration Services
Job description: Secretary/Receptionist/Office Clerk/Senior Administrator/Administrator-Suffolk

Service Care Solutions are looking for a number of experienced Secretaries/Receptionists/Office Clerks/Senior Administrators/Administrators to work within NHS services based in Suffolk. The posts are both full and part time and are on an ongoing basis (minimum 3-month contract).

Job Purpose/Summary

You will be responsible for providing effective clinical and non-clinical administrative support within the services for the multi-disciplinary teams. You will be expected to work collaboratively with key partner organisations, service users, carers, clinicians and other practitioners within the multi-disciplinary teams in delivering services; providing a 7-day a week, 24-hours a day service for 365 days a year, working shifts where appropriate and operationally required. In delivering your duties you are expected to display behaviours that are aligned with the Trust values and as required in accordance with the NHS Constitution at all times.

General Duties for roles

Core Clinical Function
*Log all patient referrals
*Initial screening of all patient referrals received and distribute to the appropriate person (i.e. duty worker)
*Maintain the patient referral system - administer on a daily basis
*Collate weekly patient referrals received ready for the weekly MDT Meeting
*Arrange clinic / home appointments for the Team and send out invitation letters as appropriate, and record onto Remedy
*Liaise with patients regarding transport requirements to appointments if applicable
*Record all appointment outcomes onto Remedy and the relevant clinical sign off once all documentation is completed
*Provide typing support (copy / audio) for assessments, discharges, appointment outcomes etc.
*Organise / attend weekly MDT meetings, taking appropriate minutes
*Ensure actions from weekly MDT meetings are duly circulated and followed up
*Responsible for recording CPA assessments and reviews and alerting the Team of reviews due, ensuring relevant documentation is available
*Send invitation letters to patients, GPs and other agencies to CPA Assessments / reviews and record appropriately onto Remedy
*Provide collective and where required individual secretarial support to the multi-disciplinary team

Core Non-Clinical Function
*Open, sort and distribute incoming mail and action as appropriate
*Deal with outgoing mail as appropriate
*Receive telephone calls / take messages and pass on or deal with if appropriate
*Registration and maintenance of tracing case notes
*Undertake filing duties and ensure filing systems are maintained
*Coordinate and arrange meetings for the Team, taking appropriate minutes
*Undertake all faxing / photocopying requests from the Team
*Provide front desk support, greeting guests, booking patients in when they attend appointments etc.
*Maintain records of persons entering / leaving premises to meet fire, insurance and Trust regulations
*Ensure all members of the clinical team call in at the end of each day to confirm they have safely completed their visits, escalating any issues if necessary to senior member of the team
*Cover colleagues during periods of leave
*Handling of petty cash on a daily basis