Job summary
An exciting opportunity has arisen for an experienced Administrator to join Harrow Children's Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.
The successful applicant will work with members of the administration team supporting clinicians -therapy staff, he /she will have responsibility for monitoring and supporting the therapy pathway's, he /she needs to have good time management skills, be self- motivated with a positive attitude. In addition to these skills all administrators need to be customer focused, have an excellent telephone manner and proven IT skills, knowledge of Systm 1 and the e-Referrals Service would be an advantage and have experience in using Microsoft programmes, such as Excel, Word and Outlook..
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.
Previous applicants need not apply
Main duties of the job
The post holder will work as part of the Harrow Children's Services administration team to provide a highly effective and competent level of administration support to the smooth running of Harrow Child Health Services with particular responsibilities to Paediatric Therapies(Speech and Language Therapy, Occupational Therapy and Physiotherapy)
He / She will co-ordinate the administrative functions of the Paediatric Therapy pathways on a day to day basis working closely with Therapy leads and broader clinical team to ensure effective administrative support.
The post holder will be the line manager of named administrative staff. This includes managerial supervision, delegation of tasks and responsibility for appraisal, as well as first line management of disciplinary or grievance issues.
This role will include the day to day management of Education Health and Care Plan database and communications to and from the Local Authority.
The post holder will be expected to assist in the organisation of the workload in therapy pathways and support audit and preparation of reports.
The post holder is responsible for managing their own workload with a flexible and adaptable approach to the job role in order to meet the changing service needs.
The post holder will have excellent interpersonal skills and have ability to communicate effectively and manage staff. In addition, the post holder must possess good IT skills and be able to analyse and interpret data.
About us
An exciting opportunity has arisen for an experienced Administrator to join Harrow Children's Child Health Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.
This is a permanent position within the service for 30 hours per week , Monday- Friday with some flexibility on work days/hours.
Harrow Child Health Services provide medical and therapy support to children and young people 0-19 years in the London borough of Harrow. The successful applicant will be joining a friendly, forward thinking team and will need to demonstrate resilience, identify areas for improvement, work to deadlines and use their initiative to manage conflicting priorities. There is a well established support , supervision and appraisal system in place which enables the successful candidate to enhance their personal development plan.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES Taking on lead responsibility for the administration and delegation of tasks as appropriate for the following pathways: Paediatric Therapy AdministrationThis will include being the paediatric therapy staff contact point, organising EHCP requests for therapist in addition to day to day work supporting the Therapists. Providing input into the development and maintenance of Standard Operating procedures for the services for which the post holder holds the primary responsibility. To line manage named administrative staff as required, ensuring that staff provide the best possible level of support to clinicians. This includes managerial supervision, delegation of tasks and responsibility for appraisal, as well as first line management of disciplinary or grievance issues. Coordination of multidisciplinary clinics and meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate To be aware of the patients waiting times for allocated services by ensuring that patients are re-booked and seen both within waiting time targets and as necessary for clinical urgency, and to escalate to the Team Leader 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 such as the Single Point of Referral Panel. Processing other urgent or complex referrals, including for the Child Protection medicals pathway as necessary. Supporting with routine, urgent or complex information-gathering for areas of the service where this is required such as SPOR or EHCP and utilising supervisory support from a clinician as appropriate Processing urgent and / or complex documents on Dictate IT or other similar dictation software Coordinating multidisciplinary meetings. Encouraging take up of clinical offers from services for example making phone calls to families to describe and encourage attendance at workshops and parent programmes Processing urgent and / or complex documents on Dictate IT or other similar3JD&PS Band 4 Senior administrator Paediatric therapies October 2022dictation software Performing complex SystmOne tasks for example the management of waiting lists, and the creation of new SystmOne templates and editable letters Responsibility 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. The post holder will have excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally Collating and analysing data from Friends and Family Test and other patient surveys Incident reporting and feedback including support for inputting Datixs To act as a Nominated Officer of Fire (NOF) within the building. 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 and delegation of tasks as appropriate for the following pathways: Paediatric Therapy AdministrationThis will include being the paediatric therapy staff contact point, organising EHCP requests for therapist in addition to day to day work supporting the Therapists. Providing input into the development and maintenance of Standard Operating procedures for the services for which the post holder holds the primary responsibility. To line manage named administrative staff as required, ensuring that staff provide the best possible level of support to clinicians. This includes managerial supervision, delegation of tasks and responsibility for appraisal, as well as first line management of disciplinary or grievance issues. Coordination of multidisciplinary clinics and meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate To be aware of the patients waiting times for allocated services by ensuring that patients are re-booked and seen both within waiting time targets and as necessary for clinical urgency, and to escalate to the Team Leader 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 such as the Single Point of Referral Panel. Processing other urgent or complex referrals, including for the Child Protection medicals pathway as necessary. Supporting with routine, urgent or complex information-gathering for areas of the service where this is required such as SPOR or EHCP and utilising supervisory support from a clinician as appropriate Processing urgent and / or complex documents on Dictate IT or other similar dictation software Coordinating multidisciplinary meetings. Encouraging take up of clinical offers from services for example making phone calls to families to describe and encourage attendance at workshops and parent programmes Processing urgent and / or complex documents on Dictate IT or other similar3JD&PS Band 4 Senior administrator Paediatric therapies October 2022dictation software Performing complex SystmOne tasks for example the management of waiting lists, and the creation of new SystmOne templates and editable letters Responsibility 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. The post holder will have excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally Collating and analysing data from Friends and Family Test and other patient surveys Incident reporting and feedback including support for inputting Datixs To act as a Nominated Officer of Fire (NOF) within the building. 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
Education/Qualifications
Essential
- Educated to GCSE standard (A - C Grade) or equivalent, including English Language and Maths
Desirable
- NVQ3 in customer service, office administration or relevant subject. BTEC Level 3 or equivalent
Knowledge & experience
Essential
- Excellent communication skills both verbal and written
- Experience of using IT applications incl word, excel and outlook, IT dictate
- Knowledge of Outlook / managing shared inboxes / calendars
- Experience of working in a health or social care environment
- Experience of using electronic patient record systems e.g. SystmOne
- A knowledge of a range of administration skills and practices
- Understanding role of Therapy services
Desirable
- Knowledge of Harrow children's services
- Knowledge of medical terminology
Specific Skills
Essential
- Ability to develop and maintain high standards of communication both orally and in writing with people about difficult matters and in difficult situations
- Knowledge of using Microsoft Office packages to compose standard letters and reports, along with more complex documents, and demonstration of excellent keyboard skills.
- Knowledge of working with databases including Excel to input, store, modify, structure, maintain, analyse and present data & information
- Excellent minute- taking skills.
- Ability to demonstrate a diplomatic caring attitude whilst maintaining confidentiality.
- Ability to work as an effective team member, building constructive relationships with warmth and empathy
- Ability to manage multiple tasks and complex coordination tasks.
- Ability to prioritise and plan own workload to meet deadlines and competing demands.
- Able to delegate tasks and support others with theirs.
- Ability to treat service users and colleagues with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person.
- Committed to providing a professional service and to working as part of a team.
- An understanding of the importance of confidentiality and dealing with sensitive information.
- Ability to work under pressure.
Other
Essential
- Willingness to undertake further training as required.
- Calm and friendly manner.
- Flexible and reliable.
- Ability to identify own learning needs and to contribute to own development.
- Understanding of equal opportunities and diversity.
Person Specification
Education/Qualifications
Essential
- Educated to GCSE standard (A - C Grade) or equivalent, including English Language and Maths
Desirable
- NVQ3 in customer service, office administration or relevant subject. BTEC Level 3 or equivalent
Knowledge & experience
Essential
- Excellent communication skills both verbal and written
- Experience of using IT applications incl word, excel and outlook, IT dictate
- Knowledge of Outlook / managing shared inboxes / calendars
- Experience of working in a health or social care environment
- Experience of using electronic patient record systems e.g. SystmOne
- A knowledge of a range of administration skills and practices
- Understanding role of Therapy services
Desirable
- Knowledge of Harrow children's services
- Knowledge of medical terminology
Specific Skills
Essential
- Ability to develop and maintain high standards of communication both orally and in writing with people about difficult matters and in difficult situations
- Knowledge of using Microsoft Office packages to compose standard letters and reports, along with more complex documents, and demonstration of excellent keyboard skills.
- Knowledge of working with databases including Excel to input, store, modify, structure, maintain, analyse and present data & information
- Excellent minute- taking skills.
- Ability to demonstrate a diplomatic caring attitude whilst maintaining confidentiality.
- Ability to work as an effective team member, building constructive relationships with warmth and empathy
- Ability to manage multiple tasks and complex coordination tasks.
- Ability to prioritise and plan own workload to meet deadlines and competing demands.
- Able to delegate tasks and support others with theirs.
- Ability to treat service users and colleagues with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person.
- Committed to providing a professional service and to working as part of a team.
- An understanding of the importance of confidentiality and dealing with sensitive information.
- Ability to work under pressure.
Other
Essential
- Willingness to undertake further training as required.
- Calm and friendly manner.
- Flexible and reliable.
- Ability to identify own learning needs and to contribute to own development.
- Understanding of equal opportunities and diversity.
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).
