iCaSH Outreach Administrator

Detailed job description and main responsibilities

To provide a comprehensive, confidential and high-quality administrative service to the Outreach team.

To undertake a high level of self-directed work, autonomous decision making, troubleshooting and the ability to manage sensitive information. Prioritise own day-to-day activities, including any specific requirements of the team/service.

To work collaboratively with all members of the outreach and the wider multi-disciplinary teams.

To have sound knowledge of the electronic patient record system, utilising the service’s electronic systems and databases to input and retrieve information.

Maintain patient information on the electronic patient record system including scanning, attaching files and other appropriate actions.

Undertake clerical/secretarial and administrative tasks required for existing service delivery and for new initiatives, priorities and innovations.

Managing queries, bookings and requests from staff and stakeholders via telephone, email, digital platforms or face-to-face, providing information as requested and as per Trust guidance and local procedures. Communicating information, requests and issues to members of the Outreach and multi-disciplinary teams.

Overseeing procurement and distribution of consumables required by the Outreach team to include National Chlamydia Screening Programme, condoms and HIV Point of Care Test kits.

Managing the Outreach team’s bookings and session requests using a centralised booking system.

To support Outreach sessions and events across the county as required.

Identify and refer to senior colleagues any young and/or vulnerable people complying with Cambridgeshire Community Services (CCS) safeguarding policies.  

To maintain patient notes according to the Trust ‘Records Management Policy’ and have knowledge and experience of medical/sexual and reproductive health terminology.

To provide general reception, call-handling and administrative support as required within the needs of the service and provide administrative support to members of the leadership team.

Communication

Key working relationships

The general public including service users/patients and their families
Head of iCaSH Services
iCaSH Outreach Service Manager
iCaSH Norfolk Programme Lead
iCaSH Norfolk Senior Health Promotion Specialist
iCaSH Norfolk Service Manager
iCaSH Norfolk Service Support Lead
iCaSH Clinical, Outreach and Administrative Teams
iCaSH Medical Teams
Other Cambridgeshire Community Services NHS Trust employees
External organisations including Schools, Police, Social Care and Voluntary Organisations

Communicate effectively with the Outreach and multidisciplinary teams in order to promote efficient patient care.

Contribute to effective communication, data and information management within the team.

To maintain appropriate electronic and paper records and filing systems facilitating easy retrieval and access of information.

Always ensure correct storage of patient’s records as per the Trust ‘Records Management Policy’.

Be conversant with the roles of all the staff within the service and with other colleagues internal or external to the organisation. 

Liaise with other services as necessary for the co-ordination of the outreach service and the smooth running of the department.

Ensure that exposure to sensitive, confidential information, is dealt with in line with organisational information governance policies and procedures.

Maintain databases as required by the role, for example the patient electronic record system.

Work under the direction of your line manager support the process of audit and the improvement of information quality in relation to electronic records held within the department.

Ensure accurate record keeping in line with Trust and national standards. Support timely and accurate data entry and audit for performance and quality reporting.

Maintain a thorough knowledge of and adherence to the full range of policies / procedures and guidelines relevant to iCaSH and the Trust.

Be welcoming towards all stakeholders, providing assistance, support and information where required.

Maintain good communication with other staff, patients and visitors including front of house/reception and answering the telephone in a courteous and professional manner as required by the wider Administration team.

Actively participate in multidisciplinary training, meetings, and events.

Signpost stakeholders to other services where appropriate.

Ensure that all organisational wide communication is accessed and adhered to accordingly via the nhs.net account. 

Budgetary Responsibility

To assist in maintaining stock levels (outreach/administrative/stationary supplies), identifying and reporting any discrepancies to line manager after appropriate training.

Assist with or undertake stock control and ordering as required.

People Management

Within remit of own role, assist in providing training and support for new members of staff.

Maintaining own professional development and requirement to take part in annual appraisals and one to ones. 

Be prepared to attend and undertake any necessary training, being aware of the need to develop self and to strive to increase personal knowledge.

Undertake any training identified by your line manager integral to the role requirements and speciality area.

Recognise limitations and seek direction when necessary.

Contribute to the development of outreach and setting standards.

The post holder must participate in clinical and other audits as required.

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

The post holder must adhere to the Trust Information Governance and Information Security policies.

The post holder must adhere to the Trust risk assessment and risk management processes.

The post holder must adhere to infection control policies and procedures.

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

Participate in clinical and other audits as requested with guidance from senior members of the team.

The post holder is required to participate in relevant emergency preparedness process for their team.

The post holder must maintain up to date knowledge of all targets and processes relating to the patient pathway and to be a point of reference within the department for members of the outreach and multi-disciplinary teams.

Work closely with members of the clinical and non-clinical teams across the Trust in developing and refining policies and procedures to ensure safe and effective management of patients through the department.

To liaise with colleagues, other departments or organisations to ensure that the patients’ pathway decisions are actioned.

Demonstrate effective management of time & resources.

Deliver against agreed objectives, achieving quality outcomes.

Propose changes to and make recommendations for more effective service delivery and participate in service innovation and redesign.

Contribute to the review and development of existing information management systems.

Support implementation of projects and service initiatives.

Participate in relevant internal working groups/projects to provide information, advice and support and to maintain data collection systems for its effective use by the team.

Have a clear understanding of personal accountability and level of responsibility and refer issues outside own competencies/level of knowledge to an appropriate member of the team.

To ensure attendance at all relevant meetings, if on shift and available.

Direct and escort patients and visitors around the clinic and signpost to other services.

Take all reasonable steps to ensure the safe-keeping of patient’s property in accordance with Trust policies.