Clinical Services Administrator

Job Summary Bexley Health Neighbourhood Care (BHNC) is a GP Federation supporting the 19 Bexley Practices with 4 PCNs who are working collaboratively to enhance the health and wellbeing of Bexley residents, covering over 246,000 patients. This is an exciting opportunity for someone looking to make an impact on the lives of patients living within Bexley and other South London boroughs, to support with multiple projects provided by BHNC within the clinical services team. This team delivers a variety of NHS services including the practice-based phlebotomy service, long term conditions home visiting service, extended access GP and nurse appointments, along with other projects. These services support patients to manage their own health and wellbeing, with the aim of preventing hospital admission and to care for patients within the primary care setting. This role is required to support the delivery of all of the services listed above and others which may feed into this team in due course. The post holder will be expected to work supporting the clinical services coordinators, operations manager and other administrators within the clinical services and preventative services teams. This role includes overseeing the day-to-day coordination of the phlebotomy projects both in the patients home and the GP practice, from the planning and booking of clinics to booking the patients in for their home visit. As well as supporting with the administration of the other services operated by BHNC when needed. We would expect the post holder to be able to manage their own workload, work flexibly in line with business needs and meet the deadlines required by the service. Key Working Relationships - include but are not limited to: Director of Operations Heads of services Operations manager Project Leads Clinical Service Managers Bexley Practice Managers BHNC administrative team Other clinicians working within the team Key Responsibilities Practice Phlebotomy Service Liaising with surgeries to arrange clinics/rooms/dates/times etc Creating and amending clinics on EMIS Arrange cover for sickness and annual leave Taking calls from Phlebotomist if late, sick, emergency day off Liaising with surgeries for sickness, annual leave Contacting patients as and when needed regarding their appointments i.e. if phlebotomist running late or sick Ordering stock for phlebotomy clinics and ensuring teams have the stock they need Phlebotomy Plus Long Term Conditions Annual Reviews Housebound patients Printing off and checking referrals from the ERS system Planning routes for best use of clinicians time Ringing patients, family, carers to make an appointment for the nurses to visit Typing up and sending letters to patients regarding their home visits Adding patients to the spreadsheet (home visiting) Inputting and printing off relevant paperwork for visits Creating and amending clinics on EMIS Booking patients into the EMIS clinics Texting patients and family, a day before as a reminder Checking the BHNC home visit email and responding to any correspondence with surgeries Updating the home visiting spreadsheet and chasing nurses for any information that is missing Contacting patients as and when needed regarding their appointments i.e. if phlebotomist running late or sick Ordering stock and equipment as required for the team delivering this service Team Admin for all clinical services and others Creating and amending clinics on EMIS for health checks as and when needed to support preventative services team Attending clinics to support running of clinics for NHS Health Checks when needed Organising meetings for both Phlebotomy and Phlebotomy Plus and informing surgeries about shortened clinics where needed Ordering stock and taking stock to site and arranging collections, as and when needed for all phlebotomy services Monitoring phones for EA and other clinical services when needed Liaising with phlebotomists for training and chasing outstanding Uploading weekly rotas on team net for phlebotomy and phlebotomy plus Ordering stock for office in general (Amazon) Ordering stock from NHS Supplies for EA service Managing the stock orders and monitoring stock Supporting Operations Manager with clinic planning and reporting Being the first point of contact for all staff working across the phlebotomy and home visiting service to ensure smooth operation of the service Supporting with new projects as they arise as part of the team. Personal / Professional Development Assess own performance and take accountability for own actions and development, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Participate in continuing professional development, education, and training to keep up to date with evidence-based knowledge and competence in all aspects of the role, for Continuing Professional Development (CPD) and a Personal Development Plan (PDP). Adhere to organisational policies and procedures, including confidentiality, safeguarding,information governance, health and safety and quality & risk management Participate in any training programme implemented by the management team Effectively manage own time, workload and resources Represent the organisation positively and professionally, behaving as an ambassador for BHNC by displaying the organisations values and levels of expected professionalism at all times. Demonstrate interpersonal skills when dealing with all levels of staff across the BHNC PCNs using persuasion, tact and reassurance where necessary. To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations. Liaise with other departments and members of the Bexley Health Neighbourhood Care and other organisations to ensure the smooth running of the role to assisting the functioning of the PCN team. General Maintain confidentiality at all times. Represent the organisation positively and professionally, behaving as an ambassador for BHNC by displaying the organisations values and levels of expected professionalism at all times. Demonstrate interpersonal skills when dealing with all levels of staff across the BHNC / PCNs using persuasion, tact and reassurance where necessary. Handle confidential material in a sensitive and discrete fashion in compliance with BHNC policies and procedures. To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations. Liaise with other departments and members of BHNC and other organisations to ensure the smooth running of the role. Experience working in the NHS would be desirable.