Job summary
Specialist CCDS Administrator - Band 3
£29,651 - £31,312 Inc HCAS per annum pro rata
Full time - 37.5 hours per week
We are currently looking for a Specialist Complex Communication Diagnostics Service (CCDS) Administrator to work in our Children and Young People's Directorate.
This role is responsible for providing a high level of customer service and administrative support to the Complex Communication Diagnostic Service (CCDS) Autism Diagnosis pathway; coordinating and liaising with the multi-disciplinary team (Paediatricians, Specialist Speech therapists, Occupational Therapists, Psychologist and Early Years Education team.
The post holder will be required to liaise with patients, schools/educational placements, healthcare professionals and other colleagues on a frequent basis, dealing with a wide range of general enquiries via the telephone and coordinating a variety of administrative tasks. The post holder will become a specialist within their team, gaining a thorough understanding of the service.
Proposed interview date 13th August 2025.
Main duties of the job
Administration
- Processing of all referrals in line with Standard Operating Procedures (SOPs).
- Booking, confirming and changing patient appointments in line with the service specifications detailed in the SOP.
- Inputting data accurately and using EMIS clinical system in line with BHC Policies.
- Effectively administering caseload management for services in line with administrative procedures.
- Ensuring a personal understanding of care pathways and points of access for Health Care Professionals.
About us
Bromley Healthcare is a community interest company providing a wide range of services including community nursing services such as district nursing, health visiting to specialist nurses, as well as therapy services for children, young people and adults. Salary is dependant on NHS experience and current banding/pay point. Excellent benefits package available including various pension schemes, discounted gym membership, cycle to work scheme, discounted electronics, access to EAP, high street discounts, Blue Light Card eligibility, opportunity to apply for low interest personal loans and an excellent lease car scheme and we are constantly looking to expand our staff benefits.
Job description
Job responsibilities
Professional
- To work within own competencies at all times
- To undertake required training.
- To remain up to date with mandatory and statutory training requirements.
- To take responsibility for own professional and organisational knowledge and to practice according to Bromley Healthcare Policies and Procedures
- To participate in the organisations Appraisal Scheme, to agree and review a Personal Development Plan for on-going development, and to undertake training as required.
Administration
- Processing of all referrals in line with Standard Operating Procedures (SOPs).
- Re-booking, confirming and changing patient appointments in line with the service specifications detailed in the SOP.
- Inputting data accurately and using EMIS clinical system in line with BHC Policies.
- Effectively administering caseload management for services in line with administrative procedures.
- Ensuring a personal understanding of care pathways and points of access for Health Care Professionals.
Specialist Administration
Administration of the CCDS, including but not limited to:
- To be familiar with and work within the Complex Communication and Diagnostic Services standard operating procedures (SOP)
- Being first point of contact and named person within Bromley Healthcare for queries relating to all aspects of the CCDS, working to identify a solution to the problem, but escalating when required.
- Dealing with daily posts, generic email box, and complex telephone queries, making decisions, which require specialist understanding of the service.
- Dealing with messages often of a sensitive nature, using own initiative and taking appropriate action as required.
- Updating and maintaining service specific EMIS templates / dashboards.
- Managing CCDS caseload and new referral processes, ensuring relevant screening questionnaires are uploaded appropriately to EMIS, preparing & distributing meeting Agenda
- Attend, take, transcribe and distribute minutes from meetings as and when required by the service.
- Generate and send out consent for data sharing, acceptance letters with leaflets and final feedback reports.
- Responsibility for new CCDS referrals being booked in for the relevant appointments within the specified time frame with relevant professionals.
- Arranging appointments for professionals, patients and making clinic appointments on EMIS system, including for feedback meetings
- Responsible for recording and rescheduling cancelled sessions, appointments, and advising parents, schools and professionals of cancellations.
- To liaise confidently and courteously with parents/guardians/schools and with all levels of staff, both within Bromley Healthcare and outside organisations, including coordinating, synchronising diaries and chasing overdue reports.
- Running and analysing daily/weekly/monthly reports and statistical information from excel as requested by the Team Lead to support with demand and capacity planning, KPI achievement and safety netting.
- Providing efficient distribution of mail outs of material/information to offices/GP surgeries/Service users/Stakeholders within the London Borough of Bromley on behalf of the CCDS service.
- The post holder has the responsibility to keep a watch / monitor all caseloads to ensure ADOS & 3Di appointments are not being missed & are arranged if required.
- The post holder has the responsibility to regularly go through the excel database to check appointments for 3DIs, if feedbacks have been competed, chasing feedback dates and reports and updating Excel and the CCDS EMIS template.
Job description
Job responsibilities
Professional
- To work within own competencies at all times
- To undertake required training.
- To remain up to date with mandatory and statutory training requirements.
- To take responsibility for own professional and organisational knowledge and to practice according to Bromley Healthcare Policies and Procedures
- To participate in the organisations Appraisal Scheme, to agree and review a Personal Development Plan for on-going development, and to undertake training as required.
Administration
- Processing of all referrals in line with Standard Operating Procedures (SOPs).
- Re-booking, confirming and changing patient appointments in line with the service specifications detailed in the SOP.
- Inputting data accurately and using EMIS clinical system in line with BHC Policies.
- Effectively administering caseload management for services in line with administrative procedures.
- Ensuring a personal understanding of care pathways and points of access for Health Care Professionals.
Specialist Administration
Administration of the CCDS, including but not limited to:
- To be familiar with and work within the Complex Communication and Diagnostic Services standard operating procedures (SOP)
- Being first point of contact and named person within Bromley Healthcare for queries relating to all aspects of the CCDS, working to identify a solution to the problem, but escalating when required.
- Dealing with daily posts, generic email box, and complex telephone queries, making decisions, which require specialist understanding of the service.
- Dealing with messages often of a sensitive nature, using own initiative and taking appropriate action as required.
- Updating and maintaining service specific EMIS templates / dashboards.
- Managing CCDS caseload and new referral processes, ensuring relevant screening questionnaires are uploaded appropriately to EMIS, preparing & distributing meeting Agenda
- Attend, take, transcribe and distribute minutes from meetings as and when required by the service.
- Generate and send out consent for data sharing, acceptance letters with leaflets and final feedback reports.
- Responsibility for new CCDS referrals being booked in for the relevant appointments within the specified time frame with relevant professionals.
- Arranging appointments for professionals, patients and making clinic appointments on EMIS system, including for feedback meetings
- Responsible for recording and rescheduling cancelled sessions, appointments, and advising parents, schools and professionals of cancellations.
- To liaise confidently and courteously with parents/guardians/schools and with all levels of staff, both within Bromley Healthcare and outside organisations, including coordinating, synchronising diaries and chasing overdue reports.
- Running and analysing daily/weekly/monthly reports and statistical information from excel as requested by the Team Lead to support with demand and capacity planning, KPI achievement and safety netting.
- Providing efficient distribution of mail outs of material/information to offices/GP surgeries/Service users/Stakeholders within the London Borough of Bromley on behalf of the CCDS service.
- The post holder has the responsibility to keep a watch / monitor all caseloads to ensure ADOS & 3Di appointments are not being missed & are arranged if required.
- The post holder has the responsibility to regularly go through the excel database to check appointments for 3DIs, if feedbacks have been competed, chasing feedback dates and reports and updating Excel and the CCDS EMIS template.
Person Specification
Qualifications
Essential
- Educated to GCSE Level or equivalent.
Desirable
- NVQ Level 4 administration.
IT skills
Essential
- Strong knowledge of MS office - excel
- Experience of EMIS or equivalent clinical systems.
Desirable
- Experience of using EMIS population reporting.
Experience
Essential
- Previous experience of working in an administration role alongside clinicians within a healthcare setting.
- Experience of working independently and managing priorities.
- Previous exposure to dealing with confidential information.
Desirable
- Experience in a high volume call environment.
- Experience of working with key performance indicators (KPIs).
Specific Skills
Essential
- Strong understanding of English language, both written and verbal.
- Ability to prioritise daily workload.
- Strong communication and interpersonal skills written, face to face and over the telephone.
Desirable
- Knowledge of current local pathways and referral criteria to specialist teams
Personal Qualities
Essential
- Good communication skills, with experience of dealing tactfully with people at all levels.
- Ability to work within a team and adapt to changing needs.
- Demonstrated ability to manage time effectively.
Desirable
- Ability to work well under pressure and to have a flexible approach to work .
Person Specification
Qualifications
Essential
- Educated to GCSE Level or equivalent.
Desirable
- NVQ Level 4 administration.
IT skills
Essential
- Strong knowledge of MS office - excel
- Experience of EMIS or equivalent clinical systems.
Desirable
- Experience of using EMIS population reporting.
Experience
Essential
- Previous experience of working in an administration role alongside clinicians within a healthcare setting.
- Experience of working independently and managing priorities.
- Previous exposure to dealing with confidential information.
Desirable
- Experience in a high volume call environment.
- Experience of working with key performance indicators (KPIs).
Specific Skills
Essential
- Strong understanding of English language, both written and verbal.
- Ability to prioritise daily workload.
- Strong communication and interpersonal skills written, face to face and over the telephone.
Desirable
- Knowledge of current local pathways and referral criteria to specialist teams
Personal Qualities
Essential
- Good communication skills, with experience of dealing tactfully with people at all levels.
- Ability to work within a team and adapt to changing needs.
- Demonstrated ability to manage time effectively.
Desirable
- Ability to work well under pressure and to have a flexible approach to work .
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.
