Engagement and Administration Officer CYP Weight Management

Job description

Job responsibilities

You will provide a range of administration duties for the service including patient and health professional letters, patient database updates, appointment bookings, taking telephone queries, liaising with health professionals and colleagues.

You will be working as part of a large and friendly team of varied professions and you will be part of the Single Point of Access team which is responsible for all administration duties for the service including referrals into the varied tiered programmes via electronic database, telephone, website, text and email and coordinating multi-disciplinary team meetings with health professionals and internal colleagues.

Key responsibilities will be:

Administrative Duties

Provide day-to-day administrative support to the multidisciplinary weight management team.

Manage referrals and service enquiries, ensuring timely and professional communication with families and professionals.

Maintain accurate and confidential client records and databases in line with data protection and safeguarding policies.

Schedule appointments, meetings, and clinics, ensuring appropriate coordination between families, clinicians, and community partners.

Prepare correspondence, reports, and documentation as required.

Support the monitoring and reporting of service activity, outcomes, and feedback.

Assist with financial and resource administration, including ordering materials and processing invoices, (where applicable).

Take meeting minutes, type and distribute as required

Engagement and Communication

Support engagement activities aimed at improving access, participation, and retention of children, young people, and families in the service.

Liaise with schools, local authorities, community organisations, and health partners to promote awareness of the service.

Contribute to the development and distribution of newsletters, promotional materials, and social media content (as appropriate).

Gather and collate feedback from service users to support continuous improvement.

Assist in planning and delivering family engagement sessions, events, or workshops.

Maintain positive relationships with service users, ensuring that communication is welcoming, inclusive, and child/family-centred.

General

Work collaboratively as part of a multidisciplinary team, demonstrating flexibility and initiative.

Uphold confidentiality, data protection, and safeguarding principles at all times.

Participate in supervision, training, and professional development as required.

Support equality, diversity, and inclusion in all aspects of service delivery.

To use IT systems, including excel and word to exchange information. Use word processing, spreadsheet and in-house database.

Flexibility to cover colleagues annual leave, sickness etc.

Be able to encourage and assess client`s readiness for specific behaviour change

Skills and Competencies Required

Be an experienced administrator use to working in a health and/or community setting

Experienced working with Microsoft Office and database systems

Positive and proactive working at pace with multiple tasks

Adept in communication; positive and welcoming communication style with all patients, health professionals and colleagues

Build strong relationships; good team player happy to work as part of a team and work independently on own tasks

Quality driven; you naturally seek high standards and actively seek to improve them.

Value and remain open to new ideas and perspectives.

Passion for helping and supporting children and young people to actively improve their health and wellbeing, through engagement with our services

Person Specification

Qualifications

Essential

• Demonstrable experience in a reception/administration role
• GCSE/O Level in Maths and English or equivalent
• NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Desirable

• NVQ 3 level in a relevant subject.

Job Specific Requirements

Essential

• Work flexibly and adapt to suit service need.

Experience

Essential

• Experience of working in a team environment and in a health care setting
• Experience in a health care setting e.g. Community health provider, GP Practice, Hospital

Desirable

• Experience in minute taking for meetings.

Skills and Knowledge

Essential

• Excellent interpersonal skills.
• Excellent communication skills including listening, verbal and written.
• Excellent telephone manner
• Ability to work under high pressure and in a fast paced environment.
• Excellent organisational and time management skills
• Efficient problem solving skills.
• Ability to interact with colleagues and other stakeholders politely and courteously.
• Excellent IT skills and proficient in all areas of Microsoft Office and Outlook.
• Experience with software packages.
• Excellent customer care.
• Flexibility and adaptability to changing workloads.
• Monitor workload and ability to multi-task.
• Evidence of accuracy and paying attention to detail in tasks.
• Punctuality, reliability and honesty.
• Ability to use own initiative and confident to do so in the workplace.

Desirable

• Experience of undertaking audits.
• Experience with patient databases.
• Understanding and evidence of adhering to information governance and data protection policies.
• Experience with software packages.

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

ABL Health Ltd

Address

Suite 1, The Willows

Ransom Wood Business Park

Mansfield

Nottinghamshire

NG21 0HJ

Employer's website

https://www.ablhealth.co.uk/work-for-us/join-our-team/ (Opens in a new tab)