Job summary
CNWL is seeking to recruit a professional and experienced Administrator to join our team at Oak Tree Ward, Woodland Centre part-time 15 hours per week.
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, use of Systmone is required.
You will need to be highly organised and be able to prioritise your workload in order to support our teams working in the community. You will require a conscientious, caring and enthusiastic approach in your role.
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.
Main duties of the job
The Administrator role is pivotal in ensuring the smooth running of the Service. The role includes; 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 on the telephone, so good communication skills are essential.
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 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
- 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.
- 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 on ward calendar, 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.
- 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.
- To report facility failures to the relevant contractors and report any other maintenance issues to ensure that premises are clean and safe.
- 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.
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 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
- 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.
- 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 on ward calendar, 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.
- 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.
- To report facility failures to the relevant contractors and report any other maintenance issues to ensure that premises are clean and safe.
- 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.
Person Specification
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
Other
Essential
- oSickness (or attendance) record that is acceptable to the Trust, to be checked at interview.
- oDeclared medically fit by Occupational Health Department to perform the duties of the post.
- oThe postholder must have the ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
Person Specification
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
Other
Essential
- oSickness (or attendance) record that is acceptable to the Trust, to be checked at interview.
- oDeclared medically fit by Occupational Health Department to perform the duties of the post.
- oThe postholder must have the ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
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).
