Job summary
CNWL is seeking to recruit a professional and experienced Administrator to join our team at Ealing Day Treatment Centre in Southall working 37.5 hours per week.
Hours patterns below
Mon-Thurs: 11.30-17.00 - Fri: 11.45-17.00
Previous administrative experience is essential and you must be capable of managing your time effectively to meet deadlines whilst using your own initiative. A good level of computer literacy is required.
You will need to be highly organised and be able to prioritise your workload in order to support our multidisciplinary teams working in the community. You will require a conscientious, caring and enthusiastic approach in your role.
Shortlisted candidates will be required to complete a basic literacy and numeracy assessment - those who are successful at this stage will be invited to interview.
Previous applicants should not apply
Main duties of the job
The Administrator role is pivotal in ensuring the smooth running of the Centre. The role includes reception duties, office administration, data entry (mainly on System one), photocopying, printing, and ordering/receipting of supplies. You will be dealing with the general public in person and on the telephone, so good communication skills are essential.
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
- Deal with telephone enquiries from health professionals, services users, service user families, carers and team members, some of whom are anxious or have cultural or language difficulties
- Provide information and advice to service users, verbally and/or in writing.
- To act in accordance with the Service in processing new referrals. This includes, but is not limited to: allocating referrals, inputting data into appropriate platforms, to create referrals within the S1 platform, highlight for clinical triage and action triage outcomes as required.
- To assist with the allocation of patients and entering patient details into appropriate health care professionals' diaries.
- To deal with telephone enquiries in an informed and sympathetic manner, taking and passing on messages promptly and action where necessary. To regularly access the generic email systems, responding to all queries.
- To collate, enter and present activity data for service and management meetings and for monthly and ad hoc statistical returns.
- Maintain service line databases for record keeping, ensuring accurate reporting and invoice Including, where required logging maintenance for specialist equipment and IT service equipment for the service line.
- Monitor the service line central mailbox, forwarding emails as appropriate.
- Provide administrative cover where required across ECP
- Complete regular archiving of patient notes in line with trust policies and procedures.
- To be familiar with and to work within CNWL/WL policies related to the function of administration and your responsibilities as an employee.
- To be able to arrange meetings for the team, which include booking venues, distributing of agendas, and minutes.
- To be able to meet deadlines and to manage time effectively.
- To be able to work on own initiative and produce documents, which do not require checking as a matter of routine.
- To have a comprehensive understanding of computer software such as MS Office
- To book interpreters and transport facilities for patient appointments where required, to ensure equity of access for patients. To keep records of relevant information for audit and tracking purposes.
- Typing, formatting and sending of clinical letters, including appropriate attachments eg RTT forms, imaging, test results etc.
- To liaise with hospitals and other health partners regarding onward referrals or to obtain test results, ensuring appropriate documentation into the patients record.
- To maintain and monitor stock as required and follow processes for ordering of goods/supplies. To be able to navigate E-procurement systems and raise any queries/issues when necessary.
- To undertake any other tasks as required commensurate with the grading of this post.
Front of House Responsibilities
- To support an efficient and courteous front of house reception service to all services users and visitors.
- Responsibility for the day-to-day smooth running of the site, for dealing with the general public and staff, reception, telephone work and correspondence.
- To report facility failures to the relevant contractors and report any other maintenance issues to ensure that premises are clean and safe.
- To manage the room booking service for the Health Centre/Clinic.
- To report all health and safety issues affecting anyone using the building, as per policies and procedures and help to maintain a clean and safe environment.
- To report accidents and incidents in accordance with organisational policy and procedures.
- To open or lock the building securely as required.
Job description
Job responsibilities
- Deal with telephone enquiries from health professionals, services users, service user families, carers and team members, some of whom are anxious or have cultural or language difficulties
- Provide information and advice to service users, verbally and/or in writing.
- To act in accordance with the Service in processing new referrals. This includes, but is not limited to: allocating referrals, inputting data into appropriate platforms, to create referrals within the S1 platform, highlight for clinical triage and action triage outcomes as required.
- To assist with the allocation of patients and entering patient details into appropriate health care professionals' diaries.
- To deal with telephone enquiries in an informed and sympathetic manner, taking and passing on messages promptly and action where necessary. To regularly access the generic email systems, responding to all queries.
- To collate, enter and present activity data for service and management meetings and for monthly and ad hoc statistical returns.
- Maintain service line databases for record keeping, ensuring accurate reporting and invoice Including, where required logging maintenance for specialist equipment and IT service equipment for the service line.
- Monitor the service line central mailbox, forwarding emails as appropriate.
- Provide administrative cover where required across ECP
- Complete regular archiving of patient notes in line with trust policies and procedures.
- To be familiar with and to work within CNWL/WL policies related to the function of administration and your responsibilities as an employee.
- To be able to arrange meetings for the team, which include booking venues, distributing of agendas, and minutes.
- To be able to meet deadlines and to manage time effectively.
- To be able to work on own initiative and produce documents, which do not require checking as a matter of routine.
- To have a comprehensive understanding of computer software such as MS Office
- To book interpreters and transport facilities for patient appointments where required, to ensure equity of access for patients. To keep records of relevant information for audit and tracking purposes.
- Typing, formatting and sending of clinical letters, including appropriate attachments eg RTT forms, imaging, test results etc.
- To liaise with hospitals and other health partners regarding onward referrals or to obtain test results, ensuring appropriate documentation into the patients record.
- To maintain and monitor stock as required and follow processes for ordering of goods/supplies. To be able to navigate E-procurement systems and raise any queries/issues when necessary.
- To undertake any other tasks as required commensurate with the grading of this post.
Front of House Responsibilities
- To support an efficient and courteous front of house reception service to all services users and visitors.
- Responsibility for the day-to-day smooth running of the site, for dealing with the general public and staff, reception, telephone work and correspondence.
- To report facility failures to the relevant contractors and report any other maintenance issues to ensure that premises are clean and safe.
- To manage the room booking service for the Health Centre/Clinic.
- To report all health and safety issues affecting anyone using the building, as per policies and procedures and help to maintain a clean and safe environment.
- To report accidents and incidents in accordance with organisational policy and procedures.
- To open or lock the building securely as required.
Person Specification
Education
Essential
- GCSE or equivalent qualification / relevant experience
Desirable
- ECDL
- NVQ in customer care
Experience
Essential
- Significant experience of working in an administrative capacity
- Knowledge of the database Systmone
- Understanding of equal opportunities and diversity
- Understanding of data protection and confidentiality
Desirable
- Experience of working in an NHS setting
Skills and Knowledge
Essential
- Excellent written and verbal communication skills
- Demonstrable knowledge of MS Word, Outlook, Powerpoint and Excel
- Accurate data entry and typing skills
- Ability to work unsupervised
- Ability to prioritise own workload
- Ability to work within a team
- Able to deal with difficult/emotional callers
Desirable
- Demonstrable knowledge of E-Procurement system
- Demonstrable knowledge of System 1 database
Person Specification
Education
Essential
- GCSE or equivalent qualification / relevant experience
Desirable
- ECDL
- NVQ in customer care
Experience
Essential
- Significant experience of working in an administrative capacity
- Knowledge of the database Systmone
- Understanding of equal opportunities and diversity
- Understanding of data protection and confidentiality
Desirable
- Experience of working in an NHS setting
Skills and Knowledge
Essential
- Excellent written and verbal communication skills
- Demonstrable knowledge of MS Word, Outlook, Powerpoint and Excel
- Accurate data entry and typing skills
- Ability to work unsupervised
- Ability to prioritise own workload
- Ability to work within a team
- Able to deal with difficult/emotional callers
Desirable
- Demonstrable knowledge of E-Procurement system
- Demonstrable knowledge of System 1 database
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).
