Children Services Team Administrator Hounslow

Job description

Job responsibilities

Answer telephone calls into the Team office directing calls to appropriate extensions, dealing with telephone enquirers, and recording messages when required.

Ensure that patient demographic details are up to date and accurate.

Review and update clinic information as required for the benefit of the public and staff.

Liaise with health professionals to develop effective mechanisms in managing the appointment system.

Provide a comprehensive clerical support to all professionals based in the department in line with administrative procedures.

To data input all referrals to the Service onto the System One, clinical records system.

Sort and re-direct incoming post and sort outgoing post daily.

Carry out photocopying duties for clinicians.

Ensure the smooth organisation of clinic sessions ensuring doctors have all relevant equipment for consultations.

Follow record keeping guidelines

Maintain the system for ordering stationery for the clinic/department, using procedures already in place and adding to them as appropriate to enhance the service.

Order and monitor the replenishment of stock levels.

Receive, unpack, check and store all stock, non-stock requisitions and items of office furniture, stationery etc that are received into the department.

To act as the contact and liaison point for maintenance requests to the Estates Department and outside contract services.

To communicate with therapy staff and other professionals to ensure all clinic display notice boards are renewed and kept up to date.

To assist in ensuring that Health & Safety policies and procedures are followed within the clinic/department setting.

To assist in keeping the unit tidy at the end of each day

To participate in training and development as required and to ensure that resources are used to full potential.

To work alongside and support the Admin Team Manager to help implement new systems and procedures within the department.

To book appointments for patients on System One and maintain system that allows clear identification of follow up appointments and referrals.

Book statutory assessments ensuring clinical time is available for emergency appointments which involves being able to judge which are appropriate and advise referrer accordingly. E.g., SEND

To ensure that information is available for reporting on Key performance indicators.

***Please see the attached supporting document which contains more information about the role in the job description and person specification***

Person Specification

Experience

Essential

• Excellent organisational and time management and skills
• Flexible and responsive with a positive approach to change
• Able to effectively work on own and collaboratively with others in a team environment
• Experience in providing dynamic high quality administration support to a range of people/teams
• Experience of inputting to and maintenance of electronic systems

Desirable

• Experience of using NHS digital software such as SystmOne, Datix
• Commitment to a "paperless" office environment in line with NHS targets

Qulaifications

Essential

• Working knowledge of Microsoft Office including Word, Excel and Outlook
• GCSE or equivalent qualifications in English and maths
• Understanding of data protection and confidentiality
• Knowledge of the principles of good customer care

Desirable

• Formal administration qualification, e.g., Apprenticeship / NVQ 2
• ECDL qualification or similar

Skills

Essential

• Excellent written and spoken command of the English language
• Able to travel to and work from Trust sites as required
• Ability to work flexibly to support staff delivering care

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.

Employer details

Employer name

Hounslow and Richmond Community NHS Healthcare Trust

Address

Heart of Hounslow

92 Bath Road

Hounslow

TW3 3EL

Employer's website

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