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NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.
Prison Healthcare provision is based around a model of care specifically aimed at delivering primary care, mental health and addiction services. The role of the administrator is to support professional healthcare staff within the Health Centre establishment in line with NHS policy and guidance. The role involves providing a service to support the qualified staff to deliver an effective service for patients. The key function of the role is to deliver administration support within the Health Centre. Prison Healthcare service provides a full range of clinical services and interventions to meet prisoner healthcare needs during their stay in Prison. Administration support also encompasses setting up arrangements for their liberation, which compliment and integrate with other services and agencies within the prison establishment and the community. The overall aim of the service is to improve the physical and mental health and wellbeing of prisoners. The post holder will work with minimal supervision although guidance and assistance is available from line manager on a daily basis. Administration tasks are delegated to administrator from members of the Health Care Team. The post holder will follows a daily routine and desk top instructions for the tasks to be undertaken as required. The nature of the work may be routine or non-routine.
Main Duties:
• To receive clients and members of the public in a polite and helpful way and ensure they are dealt with appropriately and efficiently in terms of reception, respecting confidentiality at all times.
• To sort and handle internal/external mail and deliveries as appropriate.
• Maintaining and update computerised and manual systems.
• Accurate inputting of clinical data which may include outcome of attendance and onward referral.
• Maintain an efficient and effective filing system which may include retrieval of files from offsite storage, and/or files from other NHS departments,
complying with the Data Protection Act.
• Typing of letters, correspondence and other documents when required.
• Operation of all office systems and machinery (see Systems and Equipment Section).
• Adhere to and comply with, Quality Assurance Guidelines, Policies and
Procedures, e.g. Health and Safety.
• Undertake training as required.
• Provide cross cover, if required, in line with duties above.
• To provide an efficient, confidential administrative service to the Health Centre staff to ensure efficiency
• Deal with telephone calls and face to face enquiries from staff groups,
General Practitioners, Hospital staff, solicitors, patient’s relatives, and statutory and voluntary agencies to provide information
• Direct, prioritise and answer enquires as appropriate and seek advice when required
• Be present at departmental meetings taking notes, minutes and assisting in preparation of meetings.
• Ensure systems and processes are in place to provide efficient maintenance of health care records for prisoners past and present.
• Develop and maintain waiting lists for all specialists clinics e.g. dentist, optician, podiatrist, and BBV/ Sexual Health Services. Liaise with specialists to arrange clinic dates.
• Lists for clinics and operational staff to be compiled daily to ensure patients are available when required at Health Centre. Assemble medical records, clinic lists and outcome sheets for clinics.
• Arrange planned hospital appointments for patients and log in appointment diary. Liaise with medical and nursing staff, outside hospitals and SPS staff to organise hospital appointments to comply with escorting contract.
• Liaise with Clinical Manager regarding any special instructions e.g. fasting.
Systems:
Internet
SharePoint
Microsoft Office Packages ( Word, Excel, PowerPoint and Excel )
Manual Health Care Records System
SPIN (Scottish Prison Information Network)
Vision (computerised medical records)
Excel statistic workbooks
E learning to complete mandatory training.
Community Health Index (CHI)
E-Mail and Intranet
Filing System
Alarm systems
Decisions and Judgement:
The post holder must exercise discretion and be fully aware of the need for confidentiality.
Prioritising daily workload based on scheduling constraints
Communications and Relationships:
Communicates with health care professionals, external agencies e.g. Solicitors, patient relatives and prisoners, Drug teams, Prison staff, Managers Governors, relatives both verbally and in writing regarding all aspects of health care.
Handling and screening highly confidential patient information.
Communications with hospital staff across various Health Boards to ensure patient appointment are arranged.
The post holder will be expected to make decisions on a daily basis to help ensure the smooth running of the health centre.
Demands of the Job:
Physical skills
Keyboard skills requiring a high degree of concentration, speed and accuracy
Physical Demands
70% of work is computer based therefore sitting in a restricted position for this
proportion of duties
Manual Handling of medical records on a daily basis
Mental Demands
Concentration required through interruptions when transcribing audio tapes/written notes, filing and dealing with enquiries.
Organising and managing time effectively to meet required timescales
Ability to respond to priority and unforeseen occurrences.
Emotional Demands
Exposure to sensitive/disturbing clinical information on a frequent basis
Dealing with telephone calls distressed relatives and demanding operational staff on a daily basis
Working Conditions
The health Centre is sited in a locked area within the prison. The post holder must be fully compliant with security procedures and has a responsibility to carry keys and a personal alarm at all times. Travel between prison sites may be required
Most Challenging Parts of the Job:
The ability to prioritise/complete demands from team members and deliver quality work within tight guidelines
Frequently dealing with telephone calls from distressed relatives sensitively and in an objective, non judgemental and professional manner.
Frequently dealing with Procurator Fiscal Office, Solicitors and Police were assertive skills and legal advice may have to be sought from senior managers before releasing information.
Essential:
Educated to standard grade/SVQ level
Demonstrate skills and competencies gained from working in an administrative role
Proficient in the use of Microsoft Office Packages
IT and Advanced Keyboard skills
Well-developed administrative, organisational and communication skills(Verbal and Written)
Ability to work well and flexibly with colleagues to provide support and assistance when required.
Informal Contact: Marie Higgins, Tel No: 0141 7702055
Details on how to contact the Recruitment Service can be found within the Candidate Information Packs
NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.
By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.
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