Children's therapy team administrator

Job description

Job responsibilities

1. Communication and relationship skills

Provides a professional and courteous service to a range of customers, liaising with patients/clients, carers, families, health professionals and other organisations.

Will be expected to respond appropriately to unexpected and challenging situations which may include contact with patients or staff in emotional situations maintaining a calm and professional approach (support available).

Gives non-clinical advice and signposts appropriately eg to clinical colleagues.

Able to escalates issues and risks to line manager as appropriate.

Liaises with colleagues, patients/clients and/or external contacts regarding complex messages and patient queries including sensitive information to help the team/service run efficiently and effectively.

Will be expected to adapt communication and use different communications methods according to diverse range of patient/client/customer needs and situations.

Responsible for the creation of written and electronic templates.

Responsible for maintaining awareness of developments/priorities at work.

Engagement with the IT helpdesk and config for letters testing and letter rejection

Communicate and co-ordinate with other agencies present in the building

2. Knowledge, training and experience

Educated to NVQ level 2 or equivalent.

Experience of office procedures/customer care.

ECDL or equivalent knowledge of IT applications.

3. Analytical and judgement skills

Can effectively make judgements involving facts/situations sometimes requiring analysis of information.

Able to prioritise workload and make appropriate level decisions such as when to escalate and ensure this is done in a timely manner, e.g. telephone messages/emails.

Maintains records relating to medical devices and/or other equipment.

Creates and maintains accurate records and documents (paper/electronic) in line with documentation and confidentiality guidelines.

Collates and inputs data using various systems, produces reports/charts.

Participates in and supports the collation of data for surveys and audits as required.

4. Planning and organisational skills

Prioritises own work to meet deadlines in conjunction with colleagues and prioritises on-going work with guidance.

Support the childrens therapy team leads with the timely induction plans for new staff joining the teams and collection of equipment when staff leave the organisation.

Support the clinicians with reporting and updating the organisations asset register.

Works with rostering leads to create team rotas, resolves conflicting diary appointments/schedules.

Organises meetings/events/diaries for others, including agenda setting, taking minutes and follow up actions.

Support the organisation needs and processes with archiving.

Supports managers with recruitment campaigns and associated administration.

Maintain effective systems to ensure the service operates efficiently.

Support clinicians with organisation of multidisciplinary appointments and workshops.

5. Physical skills

The post holder will be required to use telephony and IT equipment on a regular basis.

Standard keyboard skills.

On occasions may be requested to transport equipment and stationery and supplies as required.

6. Responsibility for patient / client care

Primarily this role will be working with clinicians however this will include regular direct conversations with patient parents and carers via telephone or email.

To have the ability to recognise that patients care is a priority and to ensure that patients are always given assistance, treating others with courtesy and respect.

Timely passing of patient related messages to clinicians to prevent delays to patient engagement and care.

7. Responsibility for policy and service development implementation

Expected to follow standard operating procedures (SOPs) and policies to support your role and contribute to ideas for service and process improvements.

8. Responsibilities for financial and physical resources

Responsible for small expenditure amounts and ordering stationery/ equipment/supplies within delegated authority.

Responsible for completion of purchase orders; both the placing of orders and order receipts in a timely manner using the organisations purchase order system.

Support clinicians with equipment management - ordering, stock control. receipting, etc

Submission of pay returns for the following approval by strategic leadership team for the childrens therapy team.

9. Responsibilities for human resources (HR)

To maintain own training in line with MCH policy.

Supports with the HR processes for the childrens therapy team.

In conjunction with team leads, completed termination forms and change forms for the INT pillar.

10. Responsibilities for information resources

Accurately enter data/process information utilising appropriate IT systems.

Transcribing/copy typing information provided by others.

Management of information either electronic or paper based.

11. Responsibilities for research and development (R&D)

Participates with the clinical team with prescription pad audits.

Support the clinicians with the collation of results of the medications audit.

12. Freedom to act

Plan and organise workload, reporting regularly to the line manager on key tasks and guided by defined policies and procedures/algorithm.

The post holder will be required to work as part of a team for the childrens therapy team.

Deputises for other administration colleagues as appropriate.

13. Physical effort (refer to effort factor questionnaire)

14. Mental effort (refer to effort factor questionnaire)

15. Emotional effort (refer to effort factor questionnaire)

16. Working conditions (refer to effort factor questionnaire)

Person Specification

Qualifications

Essential

• oNVQ 3 in administration, or equivalent demonstrable experience
• oNumeracy and Literacy level 2 qualification or equivalent demonstrable skills.
• oWillingness to undertake training required for the role

Experience

Essential

• oAdministration work relevant to the position applied for.
• A range of administrative processes (typing, minute taking, photocopying, scanning, filing, mail management, greeting visitors).
• oDiary management.

Desirable

• oWorking in a health/social care or service-oriented organisation

Knowledge

Essential

• oHow to handle information confidentially and securely.
• oHow to collate and produce data/information in a reader friendly way

Desirable

• oExperience of children with additional/complex needs

MCH values

Essential

• Good understanding of MCH values

Skills

Essential

• oRange of IT skills including electronic communication, text processing, spreadsheets and data bases.
• oAble to communicate calmly and professionally with patients/ clients/visitors/others who may demonstrate challenging behaviour.
• oAble to use a range of office equipment, with training.
• oAdministration skills relevant to the role.
• oAble to prioritise time and tasks.

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).

Employer details

Employer name

Medway Community Healthcare

Address

Orchards

Attlee Way

Sittingbourne

ME10 2HE

Employer's website

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