Clinical administrator

NHS; Sittingbourne; On-site; GBP 22,000 - 30,000; Full time

Job summary

A healthcare organization is seeking an organized and communicative individual to join their children's therapy team. This role involves supporting clinical services through administrative tasks, data management, and ensuring efficient operations. Ideal candidates will have a background in administration, excellent IT skills, and the ability to manage various responsibilities effectively. The position offers a collaborative environment focused on the well-being of children and young people in the community.

Benefits

Flexible working arrangements

Training and professional development

Pension scheme options

Qualifications

• Educated to NVQ level 3 or equivalent.
• Experience in customer care and office procedures.
• Knowledge of IT applications.

Responsibilities

• Support clinicians with organization tasks and daily operations.
• Manage meetings, events, and diaries.
• Assist with recruitment and local induction.

Skills

Organisational skills

Communication skills

IT skills

Education

NVQ level 3 in administration or equivalent

Tools

Microsoft Office

Job description

• Do you want to be part of a friendly and caring team?
• Are you good at organising and collating information?
• Are you innovative and creative in setting up new systems and processes?

If you answered yes, we've got the perfect role for you!

We are looking for someone to be a key member of this small and friendly children's therapy team in this new role, providing clinical administrative services, data management and support to the clinical team. Working to help organise a smooth and efficient service for our children and young people. A perfect role for someone with excellent organisational, communication and IT skills.

Main duties of the job

It will involve:

• Supporting clinicians with organisation and day to day running of ourmultidisciplinary service for the children and young people of Sittingbourne and Sheppey.
• Organising meetings/events/diaries for the team, including agenda setting, taking minutes and follow up actions.
• Supporting clinicians and managers with ordering of equipment and supplies.
• Supporting managers with recruitment, local induction, and the associated administration as well as other workforce support tasks.
• Maintaining effective systems to ensure the service operates efficiently.
• Supporting the clinicians with reporting and updating the organisations database

If this is you we look forward to welcoming you to our team.

About us

So what else?

• This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder.
• We encourage staff to get involved in exploring new ways of working and service development.
• We'll provide well established, in-service training, one to one supervision, and appraisals with regular support.
• You’ll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.

The small print

• Informal visits can be arranged on request.
• Working at alternative sites may be required from time to time.
• We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.
• MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.

Job responsibilities

1. Communication and relationship skills

Provides a professional and courteous service to a range of customers, liaising with patients/clients, carers, families, health professionals and other organisations.

Will be expected to respond appropriately to unexpected and challenging situations which may include contact with patients or staff in emotional situations maintaining a calm and professional approach (support available).

Gives non-clinical advice and signposts appropriately eg to clinical colleagues.

Able to escalates issues and risks to line manager as appropriate.

Liaises with colleagues, patients/clients and/or external contacts regarding complex messages and patient queries including sensitive information to help the team/service run efficiently and effectively.

Will be expected to adapt communication and use different communications methods according to diverse range of patient/client/customer needs and situations.

Responsible for the creation of written and electronic templates.

Responsible for maintaining awareness of developments/priorities at work.

Engagement with the IT helpdesk and config for letters testing and letter rejection.

Communicate and co-ordinate with other agencies present in the building.

2. Knowledge, training and experience

Educated to NVQ level 2 or equivalent.

Experience of office procedures/customer care.

ECDL or equivalent knowledge of IT applications.

3. Analytical and judgement skills

Can effectively make judgements involving facts/situations sometimes requiring analysis of information.

Able to prioritise workload and make appropriate level decisions such as when to accelerate and ensure this is done in a timely manner, e.g. telephone messages/emails.

Maintains records relating to medical devices and/or other equipment.

Creates and maintains accurate records and documents (paper/electronic) in line with documentation and confidentiality guidelines.

Collates and inputs data using various systems, produces reports/charts.

Participates in and supports the collation of data for surveys and audits as required.

4. Planning and organisational skills

Prioritises own work to meet deadlines in conjunction with colleagues and prioritises on-going work with guidance.

Support the childrens therapy team leads with the timely induction plans for new staff joining the teams and collection of equipment when staff leave the organisation.

Support the clinicians with reporting and updating the organisations asset register.

Works with rostering leads to create team rotas, resolves conflicting diary appointments/schedules.

Organises meetings/events/diaries for others, including agenda setting, taking minutes and follow up actions.

Support the organisation needs and processes with archiving.

Supports managers with recruitment campaigns and associated administration.

Maintain effective systems to ensure the service operates efficiently.

Support clinicians with organisation of multidisciplinary appointments and workshops.

5. Physical skills

The post holder will be required to use telephony and IT equipment on a regular basis.

On occasions may be requested to transport equipment and stationery and supplies as required.

6. Responsibility for patient / client care

Primarily this role will be working with clinicians however this will include regular direct conversations with patient parents and carers via telephone or email.

To have the ability to recognise that patients care is a priority and to ensure that patients are always given assistance, treating others with courtesy and respect.

Timely passing of patient related messages to clinicians to prevent delays to patient engagement and care.

7. Responsibility for policy and service development implementation

Expected to follow standard operating procedures (SOPs) and policies to support your role and contribute to ideas for service and process improvements.

8. Responsibilities for financial and physical resources

Responsible for small expenditure amounts and ordering stationery/ equipment/supplies within delegated authority.

Responsible for completion of purchase orders; both the placing of orders and order receipts in a timely manner using the organisations purchase order system.

Support clinicians with equipment management - ordering, stock control. receipting, etc.

Submission of pay returns for the following approval by strategic leadership team for the childrens therapy team.

9. Responsibilities for human resources (HR)

To maintain own training in line with MCH policy.

Supports with the HR processes for the childrens therapy team.

In conjunction with team leads, completed termination forms and change forms for the INT pillar.

10. Responsibilities for information resources

Accurately enter data/process information utilising appropriate IT systems.

Transcribing/copy typing information provided by others.

Management of information either electronic or paper based.

11. Responsibilities for research and development (R&D)

Participates with the clinical team with prescription pad audits.

Support the clinicians with the collation of results of the medications audit.

12. Freedom to act

Plan and organise workload, reporting regularly to the line manager on key tasks and guided by defined policies and procedures/algorithm.

The post holder will be required to work as part of a team for the childrens therapy team.

Deputises for other administration colleagues as appropriate.

Person Specification

Qualifications

• NVQ 3 in administration, or equivalent demonstrable experience
• Numeracy and Literacy level 2 qualification or equivalent demonstrable skills.
• Willingness to undertake training required for the role

Experience

• Administration work relevant to the position applied for.
• A range of administrative processes (typing, minute taking, photocopying, scanning, filing, mail management, greeting visitors).
• Diary management.
• Working in a health/social care or service-oriented organisation

Knowledge

• How to handle information confidentially and securely.
• How to collate and produce data/information in a reader friendly way
• Experience of children with additional/complex needs

MCH values

• Good understanding of MCH values

Skills

• Range of IT skills including electronic communication, text processing, spreadsheets and data bases.
• Able to communicate calmly and professionally with patients/ clients/visitors/others who may demonstrate challenging behaviour.
• Able to use a range of office equipment, with training.
• Administration skills relevant to the role.
• Able to prioritise time and tasks.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.