Leeds Community Healthcare NHS Trust

Administration Coordinator - ICAN West

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Job summary

A secondment opportunity has arisen for an Administration Co-ordinator within the Integrated Children with Additional Needs (ICAN) service based at Wortley Beck Health Centre.

Main duties of the job

As an experienced Administrator, you will provide direct support to the Service Manager and the multi-disciplinary clinical team within ICAN West. You must have excellent written and verbal communication skills, be able to work in a team with the ability to work on your own initiative. Experience of line management is required as you will directly supervise/line manage administrative and secretarial staff. You must therefore be able to adapt and prioritise your own work-load as well as the workload of direct reports/administrative colleagues. An extensive knowledge of Microsoft Office (Word/Excel/Outlook) is required. Knowledge and experience of using NHS systems would be advantageous although full training will be given. The role will also require you to work flexibly and in collaboration with other ICAN Administration Co-ordinators across the city to meet the variation in service demands, maintain core responsibilities and ensure cover is provided at other sites.

About us

Working for Leeds community Healthcare NHS Trust

Who are we?

Leeds Community Healthcare provides a range of community-based health services across the whole city. We treat people in their homes, local health centres and community hospitals, and work in partnership with other local Trusts, charities and Leeds City Council.

We have a strong culture based on deeply-held values, and our focus at all times is on delivering high quality care to the people of Leeds. In our most recent CQC evaluation, we were rated "Good", with our Adult Services rated "Outstanding" for caring.

Leeds Community Healthcare NHS Trust encourages and supports staff to be vaccinated as this remains the best lines of defence against Covid 19.

Perks of the job

Our benefits range from generous annual leave to access to NHS discount sites. Here are some of the most important ones:

27-33 days annual leave plus bank holidays
Highly regarded NHS Pension Scheme
A supportive, structured preceptorship programme for all registered new starters
Professional development opportunities including coaching, training and education support
Salary sacrifice or lease car schemes
Health and wellbeing including gym membership, occupational health service and priority access to mental health services

Date posted

10 August 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Secondment

Duration

6 months

Working pattern

Full-time, Flexible working

Reference number

C9833-SH-CS-530-23

Job locations

Wortley Beck

Ring Road

Lower Wortley

Leeds

LS12 5SG

Job description

Job responsibilities

The Integrated Children with Additional Needs service (ICAN) provides child and family centred, outcome oriented, coordinated and evidence-based services to children with additional needs and their families. The service exists to:- 1. Promote and protect child wellbeing through safeguarding and healthy lifestyle support. 2. Facilitate participation and inclusion of children with disabilities and their families in daily life. 3. Empower families and children to self-manage conditions. 4. Identify, change and / or manage underlying impairment to prevent or reduce secondary conditions.

Key result areas

1. Responsibility for communication and relationships

Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service.

Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

Be aware of service users and stakeholders needs through regular communication and updates.

Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

Provide updates and solutions as issues progress, e.g. audit outcomes.

Provide assistance and ongoing support to staff.

Be a focal point for team communications and co-ordination with other business support functions within LCH.

Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

The post holder will engage with a range of stakeholders both internal and external which may vary dependant role.

Assessment, intervention and support for children with additional needs are delivered by three multi-disciplinary teams situated in the West, South and East of the city, and the Community Childrens Nursing team which operates as a city-wide service. The multi-disciplinary teams consist of occupational therapists, physiotherapists, nurses, specialist health visitors, doctors and administrators. The teams also have input from psychologists, speech and language therapists and dieticians. The post holder will be a team player and will actively contribute to continuous service improvement activities, including the maintenance and improvement of quality to ensure that services are delivered with a customer focus

Job description

Job responsibilities

Key result areas

1. Responsibility for communication and relationships

Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service.

Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

Be aware of service users and stakeholders needs through regular communication and updates.

Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

Provide updates and solutions as issues progress, e.g. audit outcomes.

Provide assistance and ongoing support to staff.

Be a focal point for team communications and co-ordination with other business support functions within LCH.

Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

The post holder will engage with a range of stakeholders both internal and external which may vary dependant role.

Person Specification

Knowledge and Skills

Essential

Ability to work consistently, methodically and reliably under pressure

Qualifications

Essential

English & Maths to GCSE grade 9 to 4 or equivalent qualification / experience.
NVQ level 4 in Business Administration or Customer Service / equivalent experience, or working towards.
Educated to Diploma level or equivalent experience.
Level 2 IT skills i.e. OCR (formerly RSA) or equivalent experience.
Willing to undertake further training if needed

Experience

Essential

Experience of maintaining one or more information systems, managing storage and retrieval of information or records
Experience of paying attention to detail within tight deadlines whilst dealing with frequent unpredictable interruptions
Experience of being a team player with the ability to support and advise others in the performance of their roles as required.
Knowledge and understanding of confidentiality and data security
Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, SharePoint and Microsoft team packages

Person Specification

Knowledge and Skills

Essential

Ability to work consistently, methodically and reliably under pressure

Qualifications

Essential

English & Maths to GCSE grade 9 to 4 or equivalent qualification / experience.
NVQ level 4 in Business Administration or Customer Service / equivalent experience, or working towards.
Educated to Diploma level or equivalent experience.
Level 2 IT skills i.e. OCR (formerly RSA) or equivalent experience.
Willing to undertake further training if needed

Experience

Essential

Experience of maintaining one or more information systems, managing storage and retrieval of information or records
Experience of paying attention to detail within tight deadlines whilst dealing with frequent unpredictable interruptions
Experience of being a team player with the ability to support and advise others in the performance of their roles as required.
Knowledge and understanding of confidentiality and data security
Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, SharePoint and Microsoft team packages

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Wortley Beck

Ring Road

Lower Wortley

Leeds

LS12 5SG

Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Wortley Beck

Ring Road

Lower Wortley

Leeds

LS12 5SG

Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)