Job summary
- Main area
- Enhanced Health In Care Homes
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 220-WHT-3476
- Employer
- Whittington Health NHS Trust
- Employer type
- NHS
- Site
- Whittington Health NHS Trust
- Town
- London
- Salary
- £30,546 - £32,207 pro rata per annum inclusive of HCAs
- Salary period
- Yearly
- Closing
- 13/11/2025 23:59
Employer heading
Administrator
Band 3
Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Whittington Health NHS Trust.
For our current apprenticeship vacancies, please go to https://www.gov.uk/apply-apprenticeship and use Keyword ‘Whittington’
By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.
Job overview
The post holder will provide lead administrative advice and support to clinical staff including Community matrons, Pharmacist, and Geriatricians in the Haringey (West) Enhanced Health in Care Homes Team. The post holder would be responsible for maintaining the organisation and information within the team. They will need to ensure that Team's standards are clear, maintained and can be measured effectively.
The post holder will need to ensure that clinicians have sufficient support, equipment and access to systems across Whittington Health to undertake the care of Haringey residents living in residential/care homes. They will also need to ensure that all data entry for the team is accurate and completed within deadlines to ensure easy and transparent reporting processes.
The post holder will take an active part in continuing to develop new ways of working within the team for Whittington Health and be an active member of the wider team.
Main duties of the job
To be the enthusiastic administrator providing support to the Haringey (West) Enhanced Health in Care Homes (EHCH) team. As Administrator you will perform all usual administrative tasks ensuring that the Service maintains its high standards. You will need to be proficient in the use of Excel, Word as well as a number of other systems such as RIO, Careflow and PECOS for stock ordering- training will be provided. If you thrive on variety in the working day, enjoy multi–tasking and also being part of a supportive team then this role is for you. You will be key to facilitating the effective running of administrative systems across the Haringey (West) EHCH Team contributing to a LEAN, cost effective and productive service. You will manage and prioritise your workload on a daily basis and deal with the competing demands of the Service. You will support the clinical/professional development of the team with their administrative requirements.
Working for our organisation
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Detailed job description and main responsibilities
To organise, coordinate and undertake teleconferencing and remote 'Digital' communications as necessary to support the wider team with positive communication pathways.
To undertake the organisation of incoming mail and documents, photocopying, circulation, processing of correspondence, filing and general clerical duties as required by the Service.
To answer the telephone, take detailed and accurate messages, deal with telephone enquiries and take appropriate action when necessary.
To draft letters, memorandums and reports as requested.
To order, store and maintain supplies of clinical and non clinical equipment as necessary, ensuring that stock is effectively managed within budget and that over ordering does not occur.
To travel between bases and work on different sites within Whittington Health as required.
To undertake project management as required for the service.
To maintain electronic diaries, filing and administration systems as required.
To assist in the organisation and recording of routine statistical information as required.
To assist in the organisation and development of recruitment and to maintain and support the recruitment process for the team by maintaining databases and recording recruitment activity using Tracjobs.
To collate and book education and training for healthcare professionals/colleagues as required.
To arrange meetings, book rooms, set up presentation requirements, arrange appropriate hospitality, produce and distribute agendas.
To attend and take minutes of meetings as required and disseminate minutes and documentation as appropriate to the membership.
To maintain and update filing, administration systems and databases as required.
To maintain Whittington Health policy manuals, including the Health & Safety manual and the Training & Development manual (Lifelong Learning) electronically and as hard copies as required for the service.
To liaise effectively with managers/clinicians and with all external parties.
To ensure that confidentiality is maintained with regard to the business of the service at all times.
To undertake any other duties as commensurate with grade as directed by the operational Manager.
To proactively identify opportunities for improvement and efficiency of the processes and systems used within the services.
Keeping the line manager informed on all relevant matters.
To oversee and report on quality indicators, Key performance indicators and Incident (Datix) data accurately and on time each month.
Provide a thorough handover to the cover before beginning any period of leave.
Person specification
Qualification
Essential criteria
- NVQ Level 3 or Equivalent experience
- Prince II qualification or equivalent
- Experience of working with the general public
- Minimum 2 years NHS experience in Admin Role
Desirable criteria
- Degree or equivalent experience at an appropriate level
- Experience of service development, change management and supporting staff
Knowledge
Essential criteria
- Knowledge of administrative procedures, range of computerised software including Microsoft packages, own directorate specialised terminology and managerial knowledge.
- Knowledge and experience of using service development tools e.g. process mapping
- An understanding of client/patient confidentiality
- Knowledge of good practice administration working
- Knowledge of current service development initiatives in the NHS
Skills and Abilities
Essential criteria
- Ability to analyse performance information making decisions on meeting targets and highlighting such information.
- Ability to devise and implement new methods of working to the benefit of the service
- Ability to build a rapport with colleagues and manage group dynamics
- Time management skills in order to prioritize the workload
Desirable criteria
- Experience of developing policies and procedures
Other
Essential criteria
- Good timekeeper
- Committed to continuous professional development
- Reliability and enthusiasm
- Positive attitude to work
Desirable criteria
- Ability to work effectively both independently and as part of a multidisciplinary team.
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Adenike Oluyemi
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 02030742958
If you have problems applying, contact
- Address
-
WHT
- Telephone
- If you have any queries, please contact NLPSS Recruitment Helpdesk tel. 020 3758 2060
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