Job summary
- Main area
- Administrator Ealing Children's Services
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 333-G-ECP-0509
- Employer
- Central and North West London NHS Foundation Trust
- Employer type
- NHS
- Site
- Carmelita House
- Town
- Ealing
- Salary
- £27,129 - £28,649 per annum inclusive of HCAS
- Salary period
- Yearly
- Closing
- 03/05/2024 23:59
- Interview date
- 20/05/2024
Employer heading
Administrator - Ealing Children's Services
NHS AfC: Band 3
Job overview
Are you highly motivated, flexible and conscientious with excellent interpersonal and communication skills? Are you able to work in a busy environment, being organised and maintaining a high-level of accuracy and attention to detail?
We are looking to recruit a full-time Administrator for the Ealing Specialist Children's Services. Working across multi-disciplinary teams of Physiotherapists, Occupational Therapists, Speech and Language Therapists, Consultant Paediatrics and Nursing.
We will offer you a supportive environment where your contribution is valued and your development is encouraged. This is an exciting opportunity and we would want to hear from you if you are keen to embrace a new challenge.
This is a clinical service support role, and the post holder is expected to work from their assigned base.
Main duties of the job
The post holder will be responsible for providing efficient and high-quality clerical support to the Ealing Children's Services , and will play an integral part of their team in order to maintain smooth running and operation of their service, working closely with the Team Lead and clinical staff. You will provide support across Administration Services for the Integrated Admin Hub, Single Point of Access (SPA) and reception services.
The post holder will have excellent interpersonal skills and have the ability to communicate effectively with service users, carers, health professionals and team members.
In addition, the post holder must possess good IT skills and be able to work with data. They will be required to help maintain clinical database systems, and assist with clinical audits and information monitoring.
The post holder will work under own initiative with a flexible and adaptable approach to the job role in order to meet the changing service needs.
Working for our organisation
There’s a place for you at CNWL.
We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.
Providing top quality care depends on our ability to employ the best people.
We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more – whatever stage of your career you're at, there's always a place for you at CNWL.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Detailed job description and main responsibilities
- Deal with telephone enquiries from health professionals, services users, service user families, carers and team members, some of whom are anxious or have cultural or language difficulties
- Provide information and advice to service users, verbally and/or in
- To act in accordance with the Service in processing new referrals. This includes, but is not limited to: allocating referrals, inputting data into appropriate platforms, to create referrals within the S1 platform, highlight for clinical triage and action triage outcomes as Required.
- To assist with the allocation of patients and entering patient details into appropriate health care professionals' diaries
- To deal with telephone enquiries in an informed and sympathetic manner, taking and passing on messages promptly and action where necessary. To regularly access the generic email systems, responding to all queries.
- To collate, enter and present activity data for service and management meetings and for monthly and ad hoc statistical returns
- Maintain service line databases for record keeping, ensuring accurate reporting and invoice Including, where required logging maintenance for specialist equipment and IT service equipment for the service line.
- Monitor the service line central mailbox, forwarding emails as appropriate
- Provide administrative cover where required across the ECP services
- Complete regular archiving of patient notes in line with trust policies and
- To be familiar with and to work within CNWL/WL policies related to the function of administration and your responsibilities as an employee.
- To be able to arrange meetings for the team, which include booking venues, distributing of agendas, and minutes.
- To be able to meet deadlines and to manage time
- To be able to work on own initiative and produce documents, which do not require checking as a matter of
- To have a comprehensive understanding of computer software such as MS Office
- To book interpreters and transport facilities for patient appointments where required, to ensure equity of access for patients. To keep records of relevant information for audit and tracking purposes.
- Typing, formatting and sending of clinical letters, including appropriate attachments eg RTT forms, imaging, test results etc.
- To liaise with hospitals and other health partners regarding onward referrals or to obtain test results, ensuring appropriate documentation into the patient’s record.
- To support an efficient and courteous ‘front of house’ reception service to all services users and visitors
Person specification
Qualifications and Education
Essential criteria
- GCSE or equivalent in English and Maths
Experience
Essential criteria
- Significant experience of working in an administrative capacity
- Understanding of Equal Opportunities and Diversity
- Understanding of Data Protection / Confidentiality
- Knowledge of the database System 1
Desirable criteria
- Experience of Working in the an NHS Setting
Skills and Abilities
Essential criteria
- Demonstrable knowledge of MS Word, Microsoft Powerpoint, Outlook and Excel
- Excellent written and verbal communication skills
- Accurate data entry and typing skills
- Excellent written and verbal communication skills
- Ability to work unsupervised
- Ability to prioritise own workload
- Ability to work within a team
- Able to deal with difficult/emotional callers
Desirable criteria
- Demonstrable knowledge of E-Procurement system
- Demonstrable knowledge of System 1 database
Other Qualities
Essential criteria
- Capacity to manage a demanding workload
- Good inter-personal skills
- Good team-player
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
- Jannette Bruno
- Job title
- Team Leader
- Email address
- [email protected]
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