Job summary
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?
The Children Looked After Health Team in Harrow is seeking to recruit a Children Looked After Administrator to join the Harrow team. This is a full-time post, collocated with the Hillingdon Looked After Children Team and based in Ruislip, Hillingdon.
The post holder will provide dedicated administrative support to the team working closely with the Named Nurse for Children Looked After. The post holder will be responsible for coordinating appointments for initial and review health assessments, working closely with the team and partners to ensure statutory timescales and targets are met. The post holder will proactively manage systems, whilst also liaising with colleagues in and out of borough.
The post holder will also be required to assist in data quality and have a high level of competence in IT skills. You should be able to manage your time effectively and use your own initiative.
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.
Main duties of the job
To work in an administrative team and to provide a comprehensive, high quality secretarial, administrative and information support to the Harrow Children Looked After Service based at Westmead Clinic. He /she will be responsible for ensuring the smooth operation of services and facilities, essential to the running of the Service
He/ She will liaise with service users, families, health and social care professionals in particular Child protection and Looked after teams. He /she will ensure that an efficient, high standard of communication is carried out at all times.
The post holder will need to have the ability to work independently as well as within the team. They will need to use their initiative and make decisions in their Manager's absence
He/she will provide administration support for Harrow Children Looked After services and may be required to cover other CLA administrators within Harrow and Hillingdon CLA services during leave periods or to meet service requirements
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.
About us
CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond.We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts and wellbeing initiatives for staff.
Become part of our team. We care for you as much as you care for others.
Job description
Job responsibilities
- MAIN DUTIES AND RESPONSIBILITIES
- Taking on lead responsibility for the administration of the Harrow Children Looked After Service within and delegating tasks as appropriate.
- Providing input into the development and maintenance of Standard Operating procedures for the services for which the postholder holds the primary responsibility.
- Supporting the clinical staff within the Children Looked After team to provide a safe and effective service.
- Coordination of multidisciplinary meetings including maintenance of spreadsheets, team diaries, health assessment appointments, cancellations and room bookings as appropriate
- To assist clinical staff in ensuring key performance indicators are met by ensuring that robust processes are in place and to escalate to the Named Nurse or Service Manager if this is not possible.
- Processing and analysing urgent and non-urgent data requests from clinicians and senior managers
- Processing multidisciplinary referrals through management of shared inboxes and on SystmOne, including preparation of appropriate paperwork for meetings /panels/appointments. Processing other urgent or complex CLA referrals,
- Supporting with routine, urgent or complex information-gathering for areas of the service where this is required such as adoption reports and utilising supervisory support from a clinician as appropriate
- Processing urgent and / or complex documents on Dictate IT or other similar dictation software
- Performing complex SystmOne tasks for example the management of waiting lists, and the creation of new SystmOne templates and editable letters
- Being responsible for ensuring that data on pathways is up to date and has been completed correctly.
- The post holder will meet regularly if required with the Clinicians to collate and validate the status of patient pathway data.
- The post holder must ensure that all patient identifiable information is stored securely on the network drive.
- Demonstrate excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally.
- Processing urgent and / or complex documents on Dictate IT or other similar dictation software
- Collating and analysing data from Friends and Family Test and other patient surveys.
- Incident reporting and feedback including support for inputting Datixs.
- To contribute to covering the duties of the admin manager in their absence as required.
- To cover the duties of other administration staff and to perform less complex tasks across teams as required.
- To demonstrate a commitment towards their own personal development
- To ensure that patient confidentiality is maintained and confidentiality with regard to the business of the services at all times. The post-holder will have to receive, provide and process a wide variety of sensitive, contentious and highly confidential information, which should be processed professionally in line with the nature of the information in question
- To undertake any other duties commensurate with grade and status.
Job description
Job responsibilities
- MAIN DUTIES AND RESPONSIBILITIES
- Taking on lead responsibility for the administration of the Harrow Children Looked After Service within and delegating tasks as appropriate.
- Providing input into the development and maintenance of Standard Operating procedures for the services for which the postholder holds the primary responsibility.
- Supporting the clinical staff within the Children Looked After team to provide a safe and effective service.
- Coordination of multidisciplinary meetings including maintenance of spreadsheets, team diaries, health assessment appointments, cancellations and room bookings as appropriate
- To assist clinical staff in ensuring key performance indicators are met by ensuring that robust processes are in place and to escalate to the Named Nurse or Service Manager if this is not possible.
- Processing and analysing urgent and non-urgent data requests from clinicians and senior managers
- Processing multidisciplinary referrals through management of shared inboxes and on SystmOne, including preparation of appropriate paperwork for meetings /panels/appointments. Processing other urgent or complex CLA referrals,
- Supporting with routine, urgent or complex information-gathering for areas of the service where this is required such as adoption reports and utilising supervisory support from a clinician as appropriate
- Processing urgent and / or complex documents on Dictate IT or other similar dictation software
- Performing complex SystmOne tasks for example the management of waiting lists, and the creation of new SystmOne templates and editable letters
- Being responsible for ensuring that data on pathways is up to date and has been completed correctly.
- The post holder will meet regularly if required with the Clinicians to collate and validate the status of patient pathway data.
- The post holder must ensure that all patient identifiable information is stored securely on the network drive.
- Demonstrate excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally.
- Processing urgent and / or complex documents on Dictate IT or other similar dictation software
- Collating and analysing data from Friends and Family Test and other patient surveys.
- Incident reporting and feedback including support for inputting Datixs.
- To contribute to covering the duties of the admin manager in their absence as required.
- To cover the duties of other administration staff and to perform less complex tasks across teams as required.
- To demonstrate a commitment towards their own personal development
- To ensure that patient confidentiality is maintained and confidentiality with regard to the business of the services at all times. The post-holder will have to receive, provide and process a wide variety of sensitive, contentious and highly confidential information, which should be processed professionally in line with the nature of the information in question
- To undertake any other duties commensurate with grade and status.
Person Specification
Qualifications
Essential
- oEducated to GCSE standard ( A - C Grade ) or equivalent, including English Language and Maths
- oECDL or equivalent.
Desirable
- oNVQ3 in customer service, office administration or relevant subject.
- oBTEC Level 3 or equivalent
Knowledge and Experience
Essential
- oKnowledge of Looked after children .
- oAn understanding of the importance of confidentiality and dealing with sensitive information
- oExperience of working in a health or social care environment
- oConfident in using electronic patient record systems e.g SystmOne
- oMicrosoft Office packages to compose standard letters and reports, along with more complex documents, and demonstration of excellent keyboard skills.
- oworking with databases including Excel to input, store, modify, structure, maintain, analyse and present data & information.
- oUsing power point and ability to create presentations
- oExcellent minute- taking skills.
- Understanding of equal opportunities and diversity.
Desirable
- oKnowledge of Harrow children's services.
- oSpecific experience of working with SystmOne Clinical System
- oExperience within Safeguarding
Specific Skills
Essential
- oExcellent communication skills both verbal and written.
- oConfident in using IT systems above mentioned
- omaintain high standards of communication both orally and in writing with people about difficult matters and in difficult situations.
- owork as an effective team member, building constructive relationships with warmth and empathy.
- omanage multiple tasks and complex coordination tasks within time scales .
- oto prioritise and plan own workload to meet deadlines and competing demands.
- oto delegate tasks and support others with theirs.
- oto treat service users and colleagues with respect and dignity at all times,
- oadopt a culturally sensitive approach which considers the needs of the whole person..
Desirable
- oStaff management , experience
Other
Essential
- oWillingness to undertake further training as required.
- oAbility to identify own learning needs and to contribute to own development.
Person Specification
Qualifications
Essential
- oEducated to GCSE standard ( A - C Grade ) or equivalent, including English Language and Maths
- oECDL or equivalent.
Desirable
- oNVQ3 in customer service, office administration or relevant subject.
- oBTEC Level 3 or equivalent
Knowledge and Experience
Essential
- oKnowledge of Looked after children .
- oAn understanding of the importance of confidentiality and dealing with sensitive information
- oExperience of working in a health or social care environment
- oConfident in using electronic patient record systems e.g SystmOne
- oMicrosoft Office packages to compose standard letters and reports, along with more complex documents, and demonstration of excellent keyboard skills.
- oworking with databases including Excel to input, store, modify, structure, maintain, analyse and present data & information.
- oUsing power point and ability to create presentations
- oExcellent minute- taking skills.
- Understanding of equal opportunities and diversity.
Desirable
- oKnowledge of Harrow children's services.
- oSpecific experience of working with SystmOne Clinical System
- oExperience within Safeguarding
Specific Skills
Essential
- oExcellent communication skills both verbal and written.
- oConfident in using IT systems above mentioned
- omaintain high standards of communication both orally and in writing with people about difficult matters and in difficult situations.
- owork as an effective team member, building constructive relationships with warmth and empathy.
- omanage multiple tasks and complex coordination tasks within time scales .
- oto prioritise and plan own workload to meet deadlines and competing demands.
- oto delegate tasks and support others with theirs.
- oto treat service users and colleagues with respect and dignity at all times,
- oadopt a culturally sensitive approach which considers the needs of the whole person..
Desirable
- oStaff management , experience
Other
Essential
- oWillingness to undertake further training as required.
- oAbility to identify own learning needs and to contribute to own development.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
