Administrator, Universal Therapies Service

Job description

Job responsibilities

The post holder will work within a newly developed service for children under 5. The post holder will support the team and senior administrator by providing a full range of administrative procedures and act as a first point of contact to people visiting the department. The postholder will provide a comprehensive administrative service within their team.

Key Responsibilities

Clinical / Service Specific

Word processing of all forms of correspondence, reports and summaries that are required by the team.

Undertake diary management for clinicians and/or managers, as required.

Organise clinics and associated appointments for clinics, using appropriate brought forward systems to manage work.

Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.

Inputting and updating service user information and service user/team activity on computerised information systems, creating service user notes where necessary and according to policy.

Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.

Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.

Provide cover as directed by Line Manager for other members of the admin team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post.

Essential Behaviours and Attitudes

Models behaviours that treat others with dignity, respect and compassion.

Listens actively and respectfully to others.

Identifies and challenges unacceptable practice of peers and colleagues respectfully, and takes appropriate action to resolve.

Improves the quality of services and contributes to the improvement of the service user experience.

Works in partnership and collaboration with others; respects their rights and promotes equality at all times.

Responds to an individuals situation, needs and preferences and does not stereotype people.

Systems

Monitor and maintain stocks of stationery and resources, acting as authorised requisitioner to ensure that stocks are replenished.

Be aware of the Trusts Incident reporting systems in line with Health and Safety and Risk policy requirements.

Training & Development

To participate in regular supervision in accordance with good practice guidelines and Trust policy.

To participate in the Trusts annual Appraisal process.

To attend all relevant mandatory training as and when required to do so.

Quality & Patient Safety

Protection of Children & Vulnerable Adults To promote and safeguard the welfare of children, young people and vulnerable adults.

Implementation of NICE guidance and other statutory / best practice guidelines. (if appropriate)

Infection Control - To be responsible for the prevention and control of infection.

Incident reporting - To report any incidents of harm or near miss in line with the Trusts incident reporting policy ensuring appropriate actions are taken to reduce the risk of reoccurrence

To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients/ clients, visitors and staff.

General

To comply with the Professional Codes of Conduct and to be aware of changes in these.

To maintain up to date knowledge of all relevant legislation and local policies and procedures implementing this.

To ensure that all duties are carried out to the highest standard and in accordance with currently quality initiatives within the work area.

To comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information and to be aware of any changes in these.

To comply at all times with the Trusts Information Governance related policies. Staffs are required to respect the confidentiality of information about staff, patients and Trust business and in particular the confidentiality and security of personal identifiable information in line with the Data Protection Act

After several years of ever closer working, North Mid and Royal Free London are planning to come together as one organisation to enable them to go further and faster in improving services for patients and the health of the local community than they can achieve separately. The merger of North Mid into the RFL group is currently expected to take place on 1 January 2025, subject to NHS England and Secretary of State approval.

Person Specification

Qualifications

Essential

• Educated to GCE/GCSE standard.
• RSA Stage II/NVQ Level 2 in Administration or equivalent.
• Good command of written English

Knowledge

Essential

• Full range of administrative procedures, software programmes
• Relevant Trust policies and procedures

Experience

Essential

• Managing busy workload and conflicting priorities
• Handling confidential and sensitive information in accordance with the Data Protection Act
• Working in a team

Desirable

• Previous experience of working in a NHS Office environment.
• Experience in using computer programmes including health care IT systems.

Skills and abilities

Essential

• Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook
• Excellent verbal and written communication
• Keyboard skills to ensure accuracy, speed and optimum use of functions
• Ability to analyse a wide variety of sometimes complex situations/information and make conclusions and where appropriate recommendations depending on the nature and complexity of the data and subject
• Ability to plan, prioritise and organise a number of activities and continually reprioritise to meet tight, conflicting and often changing deadlines
• Ability to work as a member of a team
• Able to demonstrate a flexible attitude to be responsive to service needs

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.

Certificate of Sponsorship

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).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

North Middlesex University Hospital NHS Trust

Address

St Michael's Primary Care Centre

Gater Drive

Enfield

EN2 0JB

Employer's website

https://www.northmid.nhs.uk/ (Opens in a new tab)