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

Job summary

NHS Jobs is seeking a Team Administrator (District Nursing) for a 12-month fixed-term appointment. The role supports district nursing teams with a wide range of administrative tasks and provides reception cover when required.

The post requires competent IT skills (MS Office and SystmOne), strong communication with clinicians, patients, and carers, and the ability to handle sensitive information with care. Previous healthcare admin experience is desirable.

Responsibilities

• Handle telephone enquiries from health professionals, service users, families, carers and team members with empathy and cultural sensitivity.
• Take and pass on messages promptly and take action where necessary.
• Manage referrals in the S1 platform and assist with clinical triage.
• Monitor S1 wait lists and assist with patient allocation and entry of details.
• Maintain service line databases and archiving of patient notes to policy.
• Act as Subject Access Coordinator and follow Trust policies.
• Assist with training of new and bank staff as required.
• Coordinate, monitor and record mandatory training for the department.
• Support Healthroster tasks including annual leave, absence and sickness recording.
• Organise and contribute to department meetings, minutes, and action follow-up.
• Assist with planning of training sessions and team events.
• Produce training packs, certificates, and presentations as needed.
• Support maintenance of clinical equipment and incident logging in Datix.
• Work within CNWL policies and meet deadlines with initiative.

Job description

Team Administrator (District Nursing)- 12 month fixed term

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024." As such, if you dont meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form. Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE). For further info please visit: Skilled Worker visa: Overview - GOV.UK Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary. To provide and receive complex and sensitive information using tact and diplomacy. To act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spread sheets and making sure all administration processes for each referral are adhered to with speed and fluency. To create/accept referrals within the S1 platform and highlight for clinical triage. To assist with onward referrals to other teams. To monitor S1 wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals diaries. To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate. Maintain service line databases for record keeping, ensuring accurate reporting. Complete regular archiving of patient notes in line with trust policies and procedures. To act as Subject Access Coordinator for the service, attend required training, and follow the Trusts policies and procedures. To provide administration support for service line clinicians To undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including via dictation software. To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required. To maintain and monitor stock as required and use set processes for ordering of goods/supplies. To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing. To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other. To assist with the training of new staff members and bank staff as and when necessary. To co-ordinate, monitor and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable). To support service lead with Healthroster, including recording of annual leave, absence, or sickness, printing and distribution of rotas where necessary (if applicable). To organise, attend and contribute to the departmental and service meetings, which may include room/venue booking, distribute agendas, take and distribute minutes, and action any decisions made by the team as appropriate. To support in the planning and arrangements for team away days, training sessions etc. To undertake ad hoc or specific project work as requested. To produce training packs, certificates, forms and presentations as requested by the clinicians/team lead. To support the maintenance of any of the teams clinical equipment as needed, including liaison with BCAS for yearly checks. To support the logging of complaints/compliments and incidents on Datix. To be familiar with and to work within CNWL policies related to the function of administration and your responsibilities as an employee. To be able to meet deadlines and to manage time effectively To be able to work on own initiative and undertake work which does not require checking as a matter of routine Regularly review administration processes, procedures and office systems to ensure effectiveness and efficiency. Be forthcoming with ideas, changes or new initiatives for improvements to policy, guidance, departmental procedures, systems and ways of working for improvement in service quality and delivery. To support the operational team and provide Reception cover at designated base as requested by the Health Centre Administration Lead for lunch breaks and sickness. To undertake all mandatory and supplementary training in line with policies. To undertake Nominated Officer of Fire (NOF) training and ensure all procedures are followed as per the Trust Policy. To undertake First Aid training as required by Line Manager