Senior Administrator

Job DescriptionOBJECTIVEThis role will provide a comprehensive administrative service to the Nurse Team, working with the minimum supervision in an organised, efficient, and effective manner.This role demands a high level of responsibility to enable the nurse team to deliver excellent care to patients.Confidentiality is paramount in this position.KEY ACCOUNTABILITIESGeneral Administration Activities

• Provide comprehensive administration support to the International Nurse Team Manager and to the broader team as and when required, including the Director, Customer Excellence.
• Maintain the highest quality standards and confidentiality at all times.
• Adhere to all company policies and procedures in line with compliance and GDPR.
• Act as an Ambassador internally and externally for the nurse team and deliver customer excellence at all times.
• Ensure excellent communication is maintained across the company, including internal and external colleagues, customers, patients and HCPs.

Maintain Accurate Records

• Coordinate and monitor all training for the Nurse Team as required, including filing of all certificates appropriately.
• Monitor and track all Fitness to Work, DBS Certificates and NMC Pin for the Nurse Team to ensure they are up-to-date and compliant.
• Keep an up-to-date tracker in relation to Sostenuto (information sent via the IHMs).
• Deal with any post and emails received, including triage and onward dissemination for action. Follow up to ensure actions are completed.
• Transcribe all letters sent in by the Nurse Team and general correspondence, adhering to confidentiality at all times, ensuring letters are sent out within a reasonable timeline.
• Attach patient correspondence to the correct patient record in a timely fashion.
• Send Patient Consent Form reminders each month to the Nurse Team.
• Once received from the Nurse, Patient Consent Forms to be sent out to the patients whose Patient Consent Forms have expired.
• Taking personal responsibility for maintaining all relevant Nurse Team SOPs and forms

Maintain Up-to--Date Nurse Contracts

• Liaise with Trusts to gain honorary contracts for the Nurse Team.
• Check all new and renewed contracts with Nurse Manager and Deputy Manager.
• Coordinate and monitor and ensure the Nurse Team are compliant.
• Keep the Honorary Contract tracker up-to-date and raise any discrepancies with the appropriate parties.
• Send out monthly reminders to the Nurse Team so they are aware of any upcoming expiry dates.

Administer the Purchase Order Process

• Raise Purchase Orders for the Nurse Team where appropriate.
• Check that all invoices are correct and relate to work completed.
• If necessary, ensure supplier corrects and reissues invoices.
• Once validated receipt of services/goods.

Individualised Patient Administration for the CRM system (pathfinder):

• Ensure related patient notes/results are uploaded to Pathfinder efficiently and correctly.
• Upload referrals to Pathfinder and ensure HCP/GP/pt details are correct at the time of uploading, raising any discrepancies to the appropriate Nurse.
• Liaise with System Administrator where appropriate to ensure data change forms are acted on in a timely fashion.
• Ensure Nurse Leavers are removed from Pathfinder immediately on departure, including the Britannia NHS email.

Provide Logistical Support

• Organise Nurse Team Meetings both on-site and off-site and take minutes when required.
• Book travel and accommodation for the Nurse Team and those attending medical meetings where appropriate.
• Book patient appointments as requested by the Nurse/patient, including follow-up appointments and investigations.
• In the event of a patient/hospital cancelling an appointment date, contact and liaise with the appropriate parties directly.
• Organise urgent appointments for rapid access appointments.

Maintain the process for obtaining and reporting patient and HCP feedback

• Ensure the process is working efficiently.
• Collate insights and report on these as appropriate.

Provide Admin Support for The Nurse Excellence Program

• Arrange meeting logistics.
• Onboard new vendors and administer PO processes.
• Complete actions as and when required.

Interaction with other functions

• Provide pump settings for the Customer Services team and delegate to the appropriate Nurse to confirm settings and keep on top of the emails to ensure the settings are sent to Customer Services in a timely manner.
• Provide appropriate information to the Medical Information team on request and upload any Case Files to the appropriate patient on Pathfinder.
• Data source verification sent to each nurse and confirmation to the nurse manager when each nurse has confirmed changes have been completed.
• Liaise with Pathfinder System Administrator and external agencies (Conigi) as appropriate to ensure maintenance and accuracy of the Pathfinder system

PERSONAL SPECIFICATION (Skills required to do the job)

• Previous experience in an administrative or PA role (essential).
• Previous experience in a medical or NHS environment (desirable).
• Excellent communication across a wide range of methods.
• Demonstrable ability to act as an Ambassador for the team delivering customer excellence at all times
• MS Office applications:Outlook, Excel, PowerPoint and Word, is required.
• Planning and organisational skills, ability to meet tight deadlines and multitasks in a fast-moving team
• Proactive and seeks information to resolve issues.
• The ability to be adaptable and work in a fast-paced environment whilst maintaining accuracy and attention to detail.
• Advanced typing and minute-taking skills.
• We must maintain the highest levels of confidentiality and data management.
• The ability to adhere to the Data Protection Act and national/ local guidelines concerning patient confidentiality.
• Knowledge and experience of medical terminology (desirable).

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk