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Team Administrator (ESD)

Central and North West London NHS Foundation Trust

Greater London

On-site

GBP 20,000 - 30,000

Part time

2 days ago

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Job summary

A leading healthcare organization is seeking a Part-time Team Administrator for the Hillingdon Community Adults Rehabilitation Service. The role involves providing high-quality clerical support, maintaining databases, and assisting clinical staff in a busy environment. Ideal candidates will possess excellent interpersonal and organizational skills, with a focus on patient care and confidentiality.

Qualifications

Previous office experience required.
Knowledge of data protection requirements essential.

Responsibilities

Provide clerical support to the ESD Team.
Deal with telephone enquiries from health professionals and service users.
Maintain service line databases for record keeping.

Skills

Interpersonal Skills

Communication Skills

Organizational Skills

IT Skills

Education

GCSE Level English & Mathematics

NVQ Level 2 in Business/Administration

Tools

SystmOne

MS Office

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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 Part-time Team Administrator for the Hillingdon Community Adults Rehabilitation Service/Early Stroke Discharge (ESD).

We are a multi-disciplinary team of Dieticians, Physiotherapists, Occupational Therapists, Speech and Language Therapists, Techs, and Rehab Support Workers that provides rehabilitation to house-bound adults who have recently been discharged from hospital following a stroke or fall, any surgery, or who have been diagnosed with a long-term condition. The service is provided in community settings and in patients' homes where necessary.

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 ESD Team, 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.

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 analyse and interpret 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.

Part of the role will be assisting the Clinical Team Leader/Manager in his/her clerical and managerial duties. This will involve a high level of discretion and confidentiality as the post holder will come into contact with some sensitive patient and staff data and information.

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.

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.

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.

Detailed Job Description And Main Responsibilities

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 Trust’s 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.

Person specification

Qualifications

Essential criteria

Good level of Education i.e. GCSE Level English & Mathematics,
NVQ Level 2 in Business/Administration

Desirable criteria

ECDL

Experience

Essential criteria

Previous office experience
Knowledge of data protection requirements
Experience in working with members of the public or in a public facing environment

Desirable criteria

Experience of developing, maintaining and reviewing administration processes, procedures and office systems
Knowledge of Patient Appointment/Database Systems i.e. SystmOne

Skills

Essential criteria

Keyboard Skills
Experience in IT applications inc: word, excel
Evidence of good interpersonal and organisational skills
Excellent verbal and written communication skills
Ability to work under pressure/stress
Able to work as an effective team member

Personal Qualities

Essential criteria

Professional Patient / Customer facing qualities
Able to remain calm under pressure
Empathy of different client groups
Flexible

Other Requirements

Essential criteria

Able to prioritise workload and meet deadlines for service delivery
Able to work on own initiative

Seniority level

Seniority level
Entry level

Employment type

Employment type
Part-time

Job function

Job function
Information Technology
Industries
Hospitals and Health Care

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