Job summary
Job Purpose
Monday to Friday, 9am to 5pm. Can consider flexi hours and part-time.
The post holder will provide a comprehensive and high quality administrative support service to their teams. The post holder will assist in the organisation of the team's workload and manage clinic time-tables/rotas/diaries.
The post holder will take responsibility for booking clinics, managing new referrals, updating waiting lists, responding appropriately to incoming telephone queries, letters and email, developing and maintaining efficient paper and electronic filing systems and communicating appointment related information to patients/carers and clinicians.
Main duties of the job
- To demonstrate excellent customer care and communication skills in the provision of a front line service for the team, assisting clients, carers, GPs and other health and social care professionals
- Communicate effectively with a wide range of stakeholders by competent use of email, telephone, written and face-to-face communication according to guidelines and customer care standards.
- To collect, process and distribute incoming mail and prepare outgoing internal and external mail.
- To maintain a detailed and accurate message recording system, taking appropriate action where necessary, and contacting members of the team as appropriate if messages require urgent / early attention.
- Take initial responsibility for the local resolution of problems that may arise with staff/clients. To deal with complaints according to policy and procedure. Exercise negotiating skills and tact to achieve agreement and co-operation.
- To be fully aware of confidentiality guidelines and exercise judgment and care when exchanging confidential and sensitive patient information.
About us
Central London Community Healthcare (CLCH) is one of the largest community healthcare organisations in London and Hertfordshire, providing our services to diverse communities/boroughs in 11 London Boroughs - Barnet, Brent, Ealing, Hammersmith & Fulham, Harrow, Hounslow, Kensington and Chelsea, Merton, Richmond, Wandsworth, Westminster - and Hertfordshire.
Just as we care about our patients' wellbeing, we care about yours!
We can offer you:
- A comprehensive induction into the community service followed by a local induction to introduce you to the role
- Single occupancy accommodation in Central London - (we can help you find accommodation in London, support you with your deposit)
- Support with gaining your driving license *T&C's apply
- Car lease scheme *T&C's apply
- Flexible working options
- Annual travel card loan
- Training, support and development in your career
To have a full look at our benefits and what it's like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits
At CLCH we appreciate and are proud of the diversity in the communities we serve and the workforce we employ. Applications are open and welcome to anyone, regardless of your age, sexual orientation, ethnicity, religion, and disability. We are proud to say that we follow the workforce race equality standard and 28% of our senior staff (8A and above) are from a BAME background. CLCH also has active BAME and LGBTQI networks.
Job description
Job responsibilities
- Ensure client information and record packs are prepared
- Enter, maintain and retrieve data in a timely manner using relevant IT systems.
- To assist in the production of routine statistical and audit information by running regular system and database reports and undertaking a degree of analytical work, presenting the data in appropriate formats including tables, charts, graphs and text
- To liaise with and co-ordinate visitors, students and trainee GPs as required.
- Procurement/ordering and distribution of stationary to ensure minimum stock of essential items are maintained.
- Support and participate in research/audit as appropriate as directed by the Team Leader.
- Provide clerical and administrative support to clinical audit/benchmarking as required.
- Support senior staff by assisting with the organisation of any large project e.g. liaising with estates and facilities department to secure additional accommodation and office space, IT department for additional IT equipment and network access.
- To complete timely returns on an individual level relating to activity and performance and as required on behalf of the team.
Job description
Job responsibilities
- Ensure client information and record packs are prepared
- Enter, maintain and retrieve data in a timely manner using relevant IT systems.
- To assist in the production of routine statistical and audit information by running regular system and database reports and undertaking a degree of analytical work, presenting the data in appropriate formats including tables, charts, graphs and text
- To liaise with and co-ordinate visitors, students and trainee GPs as required.
- Procurement/ordering and distribution of stationary to ensure minimum stock of essential items are maintained.
- Support and participate in research/audit as appropriate as directed by the Team Leader.
- Provide clerical and administrative support to clinical audit/benchmarking as required.
- Support senior staff by assisting with the organisation of any large project e.g. liaising with estates and facilities department to secure additional accommodation and office space, IT department for additional IT equipment and network access.
- To complete timely returns on an individual level relating to activity and performance and as required on behalf of the team.
Person Specification
Education/Qualification
Essential
- Good general standard of education at GCSE level (Grade A-C) including English and Mathematics or equivalent Level 2 qualification
- Educated to diploma level or equivalent level combination of NVQ 3 education, short courses and experience
- RSA II or equivalent
- ECDL/Microsoft or equivalent
Experience
Essential
- Previous administration/secretarial secretarial experience
- Experience of inputting to databases, spreadsheets and/or other IT Systems and business applications used in the office environment
- Experience of prioritising workload to meet conflicting demands
- Experience of organising meetings and events including speakers
Desirable
- Experience of working in the NHS/Public sector
- Experience of administering the recruitment and selection procedure
Person Specification
Education/Qualification
Essential
- Good general standard of education at GCSE level (Grade A-C) including English and Mathematics or equivalent Level 2 qualification
- Educated to diploma level or equivalent level combination of NVQ 3 education, short courses and experience
- RSA II or equivalent
- ECDL/Microsoft or equivalent
Experience
Essential
- Previous administration/secretarial secretarial experience
- Experience of inputting to databases, spreadsheets and/or other IT Systems and business applications used in the office environment
- Experience of prioritising workload to meet conflicting demands
- Experience of organising meetings and events including speakers
Desirable
- Experience of working in the NHS/Public sector
- Experience of administering the recruitment and selection procedure
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).
