Job Description
Job Ref: 20-243
Job Title: Administration Assistant
AfC Pay Band: Band 2
Number of 28
hours:
Division: Out of Hospital Care
Department: Joint Community Rehabilitation
Location: Bexhill Hospital
Accountable to: Service Manager
Reports to: Band 4 Admin Lead
Job dimensions & responsibility for resources
Budgetary & Budget / Delegated Budget managed : £0
Purchasing, Authorised signatory for: £0
Income Other financial responsibility: safe use of equipment
generation
Staff Staff (wte): 0
Information Careful use of Trust systems both manual and electronic, to ensure
systems accuracy of data. Store and share information in accordance with
department protocols, Trust Information Governance Policy and Data
Protection Legislation
Specialist systems: SystmOne
Job purpose To work within the Health and Adult Social Care team
providing an effective and efficient administrative service to
JCR service (Health) Countywide
Daily operation of the SystmOne computerised information
system or alternate system as required. Inputting of a variety of
patient information into the system. Working across 3 JCR
FORM B1
teams as needed and manning a phone line.
To deal with sensitive information and be able to emphasise
with patients, colleagues and others. Seeking support from
senior administrator as required.
Maintain databases related to the service personnel as
required: ie mandatory training, courses.
Undertake general clerical duties including photocopying, filing,
emails.
Attendance at team meetings, department meetings as
requested.
Department Structure
Clinical Administration
Services Team Lead
Team Lead Band 4 Admin
Band 2 admin
Communications and Working Relationships
List people with whom the postholder interacts on a regular basis.
With Whom: Frequency Purpose
Clients / Relatives / To help and assist as
Daily
phone contact only necessary
Work planning, advice and
Manager / Supervisor As required
support
To provide administrative
JCR service Daily support to Client care
To liaise on behalf of
Other Departments Daily Clients, Health and/or Adult
Social Care staff
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Key duties and responsibilities
1. To participate as a member of the multi disciplinary teams, supporting staff
within JCR to provide the highest standard of client care.
2. To be first point of contact for phone calls and enquiries of all service users.
Maintains a high standard of customer care and public relations to all
services users.
3. To action promptly and courteously to all telephone messages received and
deal with messages efficiently only passing on to others those that need
professional input
4. To enter data relating to all referrals onto the current client record system
being SystmOne and or an alternate system as required.
5. To input referrals to the system daily and to discharge from waiting list
accordingly so that an accurate account of the client’s journey is
maintained.
6. To ensure all client details are accurate and update on receipt of new
information. I.e. change in address phone number.
7. To send and receive emails relating to the service and client care, including
receipt of referrals to central point of access.
8. Adhering to trust information governance and data protection policies
9. To communicate effectively with clients and carers, using highly developed
communication and listening skills, including tact and diplomacy to placate
and diffuse aggression/ frustration etc.
10. To receive incoming mail and distribute to the JCR service team members
as required.
11. Word process new and update existing letters necessary for departmental
administration, as requested.
12. Liaise with GPs, Consultants and other healthcare professionals both
internal and external to the organisation as required.
13. To be professionally accountable for all aspects of own work.
14. Photocopying as required
15. Attend meetings as required on and off site and actively participate in the
development of the service. Being innovative, engaging with organisation’s
strategies.
16. Upholding and engaging with the organisational values and clinical strategy
and organisational vision.
17. Report equipment faults and health and safety risks within the general area.
18. To carry out any other duties deemed relevant to the post in the absence of
other clerical staff.
This is not an exhaustive list and training will be given if required to perform any of
these activities.
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General Duties & Responsibilities applicable to all job descriptions
To be familiar with and adhere to the policies and procedures of the Trust.
Behave and act at all times in accordance with the Trust Values, of Working
Together, Respect and Compassion, Engagement and Involvement and
Improvement and Development
To achieve and demonstrate agreed standards of personal and professional
development within agreed timescales.
To participate fully in the performance and development review (appraisal)
process and undertake Continuing Professional Development as required.
To participate in surveys and audits as necessary in order to enable the
Trust to meet its statutory requirements.
To be aware of the Trust’s emergency planning processes and follow such
processes as necessary, in the event of an unexpected incident.
This job description is not exhaustive. Staff may be required to undertake
any other duties at the request of the line manager, which are
commensurate with the band, including project work, internal job rotation
and absence cover.
Working Environment:
Administrative office based role, with telephone contact with patients.
Driving Lifting x Verbal aggression x
Use of PC/VDU x Physical support of Physical aggression
patients
Bending/kneeling x Weekend working x Breaking unwelcome
news to others
Pushing/pulling Lone working x Providing
professional
emotional support
Climbing/heights Chemicals/fumes Dealing with
traumatic situations
Repetitive x Contact with bodily Involvement with
movement fluids abuse cases
Prolonged Infectious materials Care of the terminally
walking/running ill
Controlled Noise/smells Care of mentally ill &
restraint challenging patients
Manual labour Waste/dirt Long periods of x
concentration i.e.
hours
Food handling Night working Working in confined
spaces (eg roof
spaces)
FORM B1
Statement
1. This job description will be agreed between the jobholder and the manager
to whom he/she is accountable. It may be reviewed in light of experience,
changes and developments.
2. The information being handled by employees of East Sussex Healthcare
NHS Trust is strictly confidential. Failure to respect the confidential nature
of this information will be regarded as a serious breach of regulations,
which will result in action under the Disciplinary Procedure, including
possible dismissal. This includes holding discussions with colleagues
concerning patients in situations where the conversation may be overheard.
It is the employee’s personal responsibility to comply with the Data
Protection Act.
3. It is the employee’s responsibility to ensure all records (computerised or
manual) are accurate and up to date, and that errors are corrected or
notified as appropriate.
4. It is the manager’s role to monitor and assure the quality of any data
collected or recorded by or in his/her area of responsibility.
5. Employees must take reasonable care, and be aware of the responsibilities
placed on them under the Health & Safety at Work etc. Act (1974) and to
ensure that agreed safety procedures are carried out to maintain a safe
environment for employees, patients and visitors.
6. All staff have a responsibility to ensure that infection control policies,
procedures and guidelines are adhered to, in addition to supporting the
trusts commitment to preventing and controlling healthcare associated
infections (HAI).
7. All members of staff must be aware of their responsibilities under the
Freedom of Information Act 2000.
8. In addition to any specific responsibility for risk management outlined in the
main body of this job description, all employees must ensure they are
aware of the key responsibilities applicable in relation to risk management
as identified in the Trust’s Risk Management Strategy.
9. All staff will note the Trust’s responsibilities under the Civil Contingencies
Act 2004, and NHS Major Incident Plans Guidance (DoH 1998 and 2004)
10. All employees are responsible for ensuring they attend the relevant
mandatory training as identified in the Trust’s Education Strategy and as
agreed with their manager/supervisor.
11. It is the employee’s responsibility to ensure they follow the latest version of
all policies and procedures which apply to them.
12. For posts which involve contact with patients, it is required that the
postholder receives satisfactory clearance from the Disclosure and Barring
Service
FORM B1
PERSON SPECIFICATION
Job Title: Administrator Grade: Band 2
Department: Joint Community Rehabilitation Date:
*Assessed by: A= Application I= Interview R= References T= Testing
Minimum Criteria * Desirable Criteria *
Qualifications / Training
Good general education to GCSE A/I Recognised IT Qualification
standard, literacy and numeracy.
NVQ2 administration / data processing A
or equivalent skills /I
Proficient keyboard / data entry skills T
Experience
Previous experience of dealing with the A Previous experience of A
general public communicating with professionals
and members of the public on the
Experience of administration in a busy AI telephone
office environment
Awareness of confidentiality issues I Previous NHS administration
experience
Computer skills with experience using A/I
Microsoft office – word, excel /T
Skills / Knowledge / Abilities
Good communicator, with ability to I Knowledge of NHS systems. I
communicate both verbal and written
information accurately.
Ability to work without direct supervision. I
Good organisational skills and ability to AI
prioritise workload.
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Work calmly under pressure. I/R
Excellent telephone manner I
Motivated I/R
Patience and tact when dealing with A/I
staff, patients and members of the public /R
Other
Reliable work record R Flexible I
Helpful and pleasant manner I/R
I
DBS clearance if applicable T
Evidence that personal behaviour AI
reflects Trust Values R
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Managers Signature Date
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Postholders Signature Date
FORM B1
