Job summary
- Main area
- Specialist Administrator
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (37.5 hours per week)
- Job ref
- 848-BHC-216-25
- Employer
- Bromley Healthcare
- Employer type
- NHS
- Site
- Phoenix Centre CRC
- Town
- Bromley
- Salary
- £29,651 - £31,312 Inc HCAS per annum pro rata
- Salary period
- Yearly
- Closing
- 07/08/2025 23:59
- Interview date
- 13/08/2025
Employer heading
Specialist CCDS Administrator - Children and Young People Services
Band 3
Bromley Healthcare, a community interest company, delivers a diverse range of services encompassing community nursing (e.g., district nursing, health visiting, specialist nursing) and therapy services catering to individuals across all age groups. Stemming from the community provider unit of NHS Bromley, we boast extensive experience in serving the Bromley populace over many years.
Working at Bromley Healthcare offers a fulfilling experience. Our distinctive service delivery approach and commitment to hearing every employee's voice ensure a gratifying career journey. As a Social Enterprise, we embrace an innovative approach to healthcare delivery, combining the traditional strengths of the NHS, such as robust training and development opportunities, with the flexibility to reinvest surpluses into community initiatives.
Employees of Bromley Healthcare whose role maybe at risk will receive priority consideration.
Applicants for roles involving driving responsibilities will be required to provide proof of business insurance.
Job overview
Specialist CCDS Administrator - Band 3
£29,651 - £31,312 Inc HCAS per annum pro rata
Full time - 37.5 hours per week
We are currently looking for a Specialist Complex Communication Diagnostics Service (CCDS) Administrator to work in our Children and Young People's Directorate.
This role is responsible for providing a high level of customer service and administrative support to the Complex Communication Diagnostic Service (CCDS) Autism Diagnosis pathway; coordinating and liaising with the multi-disciplinary team (Paediatricians, Specialist Speech therapists, Occupational Therapists, Psychologist and Early Years Education team.
The post holder will be required to liaise with patients, schools/educational placements, healthcare professionals and other colleagues on a frequent basis, dealing with a wide range of general enquiries via the telephone and coordinating a variety of administrative tasks. The post holder will become a specialist within their team, gaining a thorough understanding of the service.
Proposed interview date 13th August 2025.
Main duties of the job
Administration
- Processing of all referrals in line with Standard Operating Procedures (SOPs).
- Booking, confirming and changing patient appointments in line with the service specifications detailed in the SOP.
- Inputting data accurately and using EMIS clinical system in line with BHC Policies.
- Effectively administering caseload management for services in line with administrative procedures.
- Ensuring a personal understanding of care pathways and points of access for Health Care Professionals.
Working for our organisation
Detailed job description and main responsibilities
Professional
- To work within own competencies at all times
- To undertake required training.
- To remain up to date with mandatory and statutory training requirements.
- To take responsibility for own professional and organisational knowledge and to practice according to Bromley Healthcare Policies and Procedures
- To participate in the organisation’s Appraisal Scheme, to agree and review a Personal Development Plan for on-going development, and to undertake training as required.
Administration
- Processing of all referrals in line with Standard Operating Procedures (SOPs).
- Re-booking, confirming and changing patient appointments in line with the service specifications detailed in the SOP.
- Inputting data accurately and using EMIS clinical system in line with BHC Policies.
- Effectively administering caseload management for services in line with administrative procedures.
- Ensuring a personal understanding of care pathways and points of access for Health Care Professionals.
Specialist Administration
Administration of the CCDS, including but not limited to:
- To be familiar with and work within the Complex Communication and Diagnostic Service’s standard operating procedures (SOP)
- Being first point of contact and named person within Bromley Healthcare for queries relating to all aspects of the CCDS, working to identify a solution to the problem, but escalating when required.
- Dealing with daily posts, generic email box, and complex telephone queries, making decisions, which require specialist understanding of the service.
- Dealing with messages often of a sensitive nature, using own initiative and taking appropriate action as required.
- Updating and maintaining service specific EMIS templates / dashboards.
- Managing CCDS caseload and new referral processes, ensuring relevant screening questionnaires are uploaded appropriately to EMIS, preparing & distributing meeting Agenda
- Attend, take, transcribe and distribute minutes from meetings as and when required by the service.
- Generate and send out consent for data sharing, acceptance letters with leaflets and final feedback reports.
- Responsibility for new CCDS referrals being booked in for the relevant appointments within the specified time frame with relevant professionals.
- Arranging appointments for professionals, patients and making clinic appointments on EMIS system, including for feedback meetings
- Responsible for recording and rescheduling cancelled sessions, appointments, and advising parents, schools and professionals of cancellations.
- To liaise confidently and courteously with parents/guardians/schools and with all levels of staff, both within Bromley Healthcare and outside organisations, including coordinating, synchronising diaries and chasing overdue reports.
- Running and analysing daily/weekly/monthly reports and statistical information from excel as requested by the Team Lead to support with demand and capacity planning, KPI achievement and safety netting.
- Providing efficient distribution of mail outs of material/information to offices/GP surgeries/Service users/Stakeholders within the London Borough of Bromley on behalf of the CCDS service.
- The post holder has the responsibility to keep a watch / monitor all caseloads to ensure ADOS & 3Di appointments are not being missed & are arranged if required.
- The post holder has the responsibility to regularly go through the excel database to check appointments for 3DIs, if feedbacks have been competed, chasing feedback dates and reports and updating Excel and the CCDS EMIS template.
Person specification
Qualifications
Essential criteria
- Educated to GCSE Level or equivalent.
Desirable criteria
- NVQ Level 4 administration.
IT skills
Essential criteria
- Strong knowledge of MS office - excel
- Experience of EMIS or equivalent clinical systems.
Desirable criteria
- Experience of using EMIS population reporting.
Experience
Essential criteria
- Previous experience of working in an administration role alongside clinicians within a healthcare setting.
- Experience of working independently and managing priorities.
- Previous exposure to dealing with confidential information.
Desirable criteria
- Experience in a high volume call environment.
- Experience of working with key performance indicators (KPIs).
Specific Skills
Essential criteria
- Strong understanding of English language, both written and verbal.
- Ability to prioritise daily workload.
- Strong communication and interpersonal skills written, face to face and over the telephone.
Desirable criteria
- Knowledge of current local pathways and referral criteria to specialist teams
Personal Qualities
Essential criteria
- Good communication skills, with experience of dealing tactfully with people at all levels.
- Ability to work within a team and adapt to changing needs.
- Demonstrated ability to manage time effectively.
Desirable criteria
- Ability to work well under pressure and to have a flexible approach to work .
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Sophie McCleave
- Job title
- Assistant General Manager - CYP
- Email address
- [email protected]
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