Community Paediatrics Team Secretary

NHS; Kettering; On-site; GBP 24,000 - 27,000; Full time

Job summary

A regional healthcare provider in Kettering is looking for an experienced administrator to support the Looked After Children and Adoption process. Responsibilities include managing referrals, responding to queries, and coordinating appointments. The ideal candidate will have strong communication skills and relevant administrative qualifications. This full-time role offers the chance to work in a rewarding and busy environment.

Qualifications

• Experience in an office environment.
• Experience working within Children's Services or similar settings.
• NHS experience is desirable.

Responsibilities

• Manage workload and responsibilities for LAC, Adoption & RTT processes.
• Register new referrals on the system (SystmOne).
• Handle telephone queries and direct as appropriate.
• Ensure high-level patient care at all times.

Skills

Communication

Organizational skills

Attention to detail

Education

Maths and English GCSE grade 4 or above

NVQ or similar in Administration

Tools

SystmOne

Job description

Job summary

The role involves administration duties for the Looked After Children (LAC) and Adoption process with the Service, this will involve taking/making telephone calls to Service Users and families, organising appointments, processing clinical letters, responding to queries and facilitating meetings. The role also encompasses; registering of new referrals into the service and monitoring of referral to treatment time (RTT) breaches along with other general administrative responsibilities.

The Community Paediatrics team is a busy team; this is a challenging but a very rewarding role.

Main duties of the job

The role involves administration duties for the Looked After Children (LAC) and Adoption process with the Service, this will involve taking/making telephone calls to Service Users and families, organising appointments, processing clinical letters, responding to queries and facilitating meetings. The role also encompasses; registering of new referrals into the service and monitoring of referral to treatment time (RTT) breaches along with other general administrative responsibilities.

The Community Paediatrics team is a busy team; this is a challenging but a very rewarding role.

About us

NHFT is an integrated primary care and mental health Trust, providing physical, mental health and specialty services in both hospital settings and out in the community. Because we put the person at the centre of all we do, we focus on delivering care that is as easy to access as possible. This means many of our services can be provided at home, work or in schools.We also provide health services to various prisons and detention centres in Bedfordshire and Cambridgeshire.

NHFT promotes a culture of learning to improve the care and safety of our patients and staff, which focuses on people who enable our Trust to be 'outstanding' by supporting opportunity, innovation, development and growth.

Details Date posted

01 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pa pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

270-TG251-ACS

Job locations

St Mary Hospital

London Road

Kettering

NN15 7PW

Job description Job responsibilities

1. To effectively manage self, workload and responsibilities for LAC, Adoption & RTT processes.

2. To register all new referrals on the system (SystmOne)

3. Dealing with all telephone queries and directing as appropriate.

4. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.

5. Provide comprehensive administrative support to the wider team and Team Lead.

6. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.

7. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.

8. Tasks involving childrens records; scanning, archiving, emails, appointment booking and checking clinical letters.

9. Provide support to other members of administrative staff in cases of sickness or leave.

1. To effectively manage self, workload and responsibilities for LAC, Adoption & RTT processes.

2. To register all new referrals on the system (SystmOne)

3. Dealing with all telephone queries and directing as appropriate.

4. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.

5. Provide comprehensive administrative support to the wider team and Team Lead.

6. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.

7. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.

8. Tasks involving childrens records; scanning, archiving, emails, appointment booking and checking clinical letters.

9. Provide support to other members of administrative staff in cases of sickness or leave.

10. Given the vulnerability of the client group and the amount of client contact, any safeguarding concerns to be immediately raised with Team lead or lead clinician.

11. Ensure accurate and timely input of data across all systems.

12. To offer training and support for administrative staff in the service including bank admin staff, and for clinical staff on systems and data entry.

13. Adhoc Reception cover via Rota system.

14. Any other duties in line an appropriate to this role, as requested by the Team Lead.

Job description Job responsibilities

1. To effectively manage self, workload and responsibilities for LAC, Adoption & RTT processes.

2. To register all new referrals on the system (SystmOne)

3. Dealing with all telephone queries and directing as appropriate.

4. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.

5. Provide comprehensive administrative support to the wider team and Team Lead.

6. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.

7. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.

8. Tasks involving childrens records; scanning, archiving, emails, appointment booking and checking clinical letters.

9. Provide support to other members of administrative staff in cases of sickness or leave.

1. To effectively manage self, workload and responsibilities for LAC, Adoption & RTT processes.

2. To register all new referrals on the system (SystmOne)

3. Dealing with all telephone queries and directing as appropriate.

4. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.

5. Provide comprehensive administrative support to the wider team and Team Lead.

6. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.

7. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.

8. Tasks involving childrens records; scanning, archiving, emails, appointment booking and checking clinical letters.

9. Provide support to other members of administrative staff in cases of sickness or leave.

10. Given the vulnerability of the client group and the amount of client contact, any safeguarding concerns to be immediately raised with Team lead or lead clinician.

11. Ensure accurate and timely input of data across all systems.

12. To offer training and support for administrative staff in the service including bank admin staff, and for clinical staff on systems and data entry.

13. Adhoc Reception cover via Rota system.

14. Any other duties in line an appropriate to this role, as requested by the Team Lead.

Person Specification Qualifications Essential

• Maths and English GCSE grade 4 or above
• NVQ or similiar in Administration

Desirable

• NVQ or similiar Customer Service

Experience Essential

• Working in an office environment
• Working within Childrens Services or similar setting

Desirable

• NHS experience
• Working as part of a team

Person Specification Qualifications Essential

• Maths and English GCSE grade 4 or above
• NVQ or similiar in Administration

Desirable

• NVQ or similiar Customer Service

Experience Essential

• Working in an office environment
• Working within Childrens Services or similar setting

Desirable

• NHS experience
• Working as part of a team

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.

Employer details Employer name

Northamptonshire Healthcare Foundation Trust

Address

St Mary Hospital

London Road

Kettering

NN15 7PW

Employer's website

https://www.nhft.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Northamptonshire Healthcare Foundation Trust

Address

St Mary Hospital

London Road

Kettering

NN15 7PW

Employer's website

https://www.nhft.nhs.uk/ (Opens in a new tab)