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 the Paediatric Consultants team, with responsibility for monitoring and supporting the Safeguarding Pathway.
The candidate 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, including experience in using Microsoft programmes, such as Excel, Word and Outlook. Knowledge of Systm1 would be an advantage.
Main duties of the job
The post holder is responsible for ensuring the smooth operation of services and facilities, providing a highly effective and competent level of administration support which is essential to the running of the Harrow Children's Safeguarding Service.
The postholder will co-ordinate the administrative functions of the Safeguarding pathway on a day to day basis working closely with the Paediatric Consultant team and broader clinical team to ensure effective administrative support.
The postholder will liaise with service users, families, health and social care professionals, ensuring an efficient, high standard of communication is carried out at all times.
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. They will need to use their initiative and make decisions in their Manager's absence.
The post holder will supervise a small team of administrative staff. This includes managerial supervision, delegation of tasks and responsibility for appraisal.
The postholder will provide administration support and cover for the rest of the administrative team.
The post holder will have excellent interpersonal skills and have the 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 Services administration team. We seek a highly motivated, experienced 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 37.5 hours per week , Monday - Friday.
The Harrow Community Paediatric Team provides specialist care for children and young people (0-18 years) registered with a Harrow GP.
The team focuses on developmental and neuro-disability needs and works within a multidisciplinary framework.
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 of the Harrow Safeguarding 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 safeguarding team to provide a safe and effective service.
Coordination of multidisciplinary meetings including maintenance of spreadsheets, team diaries, 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.
Supporting with routine, urgent or complex information-gathering for areas of the service where this is required 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.
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 Safeguarding 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 safeguarding team to provide a safe and effective service.
Coordination of multidisciplinary meetings including maintenance of spreadsheets, team diaries, 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.
Supporting with routine, urgent or complex information-gathering for areas of the service where this is required 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.
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
Experience
Essential
- Significant experience of working in an administrative capacity
- Knowledge of the database System 1
- Understanding of Equal Opportunities and Diversity
- Understanding of Data Protection / Confidentiality
Desirable
- Experience of working in an NHS setting
- Previous medical secretary experience
- Knowledge of Harrow children's services.
Qualifications and Education
Essential
- GCSE or equivalent in English and Maths
Desirable
- NVQ3 in customer service, office administration or relevant subject. BTEC Level 3 or equivalent
Skills and abilities
Essential
- Demonstrable knowledge of MS Word, Outlook and Excel
- Excellent written and verbal communication skills
- Ability to prioritise own workload
- Ability to work within a team
- Able to deal with difficult / emotional callers
- Accurate data entry and typing skills
- Excellent written and verbal communication skills
- Ability to work unsupervised
Desirable
- Demonstrable knowledge of System 1 database
Person Specification
Experience
Essential
- Significant experience of working in an administrative capacity
- Knowledge of the database System 1
- Understanding of Equal Opportunities and Diversity
- Understanding of Data Protection / Confidentiality
Desirable
- Experience of working in an NHS setting
- Previous medical secretary experience
- Knowledge of Harrow children's services.
Qualifications and Education
Essential
- GCSE or equivalent in English and Maths
Desirable
- NVQ3 in customer service, office administration or relevant subject. BTEC Level 3 or equivalent
Skills and abilities
Essential
- Demonstrable knowledge of MS Word, Outlook and Excel
- Excellent written and verbal communication skills
- Ability to prioritise own workload
- Ability to work within a team
- Able to deal with difficult / emotional callers
- Accurate data entry and typing skills
- Excellent written and verbal communication skills
- Ability to work unsupervised
Desirable
- 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).
