Job summary
We require a part time Speech and Language Administrator to join our friendly department of speech and language therapists (SLT) working in Hounslow community services.
The SLT Administrator will be responsible for organising timely administrative and secretarial support to the SLT Team (incl. Specialist Teams Services), working closely with the Single Point of Access.
To work closely with the clinical team/service managers in ensuring the efficient delivery, management and service improvement of business systems to support the delivery of high-quality frontline clinical services.
The post holder will co-ordinate a comprehensive administrative support service to the clinical teams and an efficient referral an appointment/visiting management system via the electronic patient database. Ensuring the provision of high-quality customer services in the interface between the patients, carers, primary care, secondary care, community care, social care and voluntary organisations.
The post holder will be expected to work within standard operating procedures and Trust policies, using their initiative in meeting the delivery plan to expected timescales agreed with the Lead Administrator.
Main duties of the job
1. Deliver the service appointment and diary systems, processing new referrals and sending out appropriate documentation to clients and referrers.2. Prioritise and respond to telephone enquiries and correspondence via telephone, email or in writing on behalf of the service, using own initiative.3. Adhere to protocols given by clinical teams to identify and process high priority and routine tasks.4. Record all service user related action taken in line with Trust Record Keeping Policy.5. Prioritise own workload and highlight capacity issues to the Lead Administrator as they arise, to ensure continuous and smooth running of the service.6. Act as daily co-ordinator for administrative team to ensure all tasks completed to timescales.7. Responsibility for stationery monitoring and ordering of office and service supplies.8. Develop and maintain efficient manual and electronic filing and retrieval systems.9. Complete administrative tasks such as photocopying, filing, shredding, mail, fax and email management.
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications and Knowledge
Essential
- ECDL or equivalent level of computer training
- Knowledge of processes, systems and structure used to deliver efficient and effective administration support in a large organisation
- Understanding of data protection and confidentiality
- Knowledge of the principles of good customer care
Desirable
- Recognised secretarial qualification
- Advanced computer literacy in Microsoft Windows, Word, Excel, Access, Powerpoint and Outlook
- Knowledge of NHS terms and conditions, and employment regulations
- Knowledge of how Specialist Teams services operate
- Understand the purpose of a community health provider, and the current issues relating to the NHS and the delivery of high quality and safe clinical services utilising digital solutions and best practice models
Experience
Essential
- Experience of secretarial / administration work
- Experience of inputting to and maintenance of electronic systems
- Experience of working to and implementing local policies and procedures
- Excellent planning and organisational skills
- Proven experience of supporting the delivery of change
- Ability to work flexibly towards multiple deadlines
Desirable
- Experience of rota management and maintenance of electronic roster systems
- Working with NHS terms and conditions, and employment regulations
- Use of NHS IT systems
Skills
Essential
- Excellent written and spoken command of the English language
- Ability to work as part of a team, taking responsibility for individual tasks, and providing cover/support to others in the delivery of shared tasks
- Ability to work as part of a team, taking responsibility for individual tasks, and providing cover/support to others in the delivery of shared tasks
- Excellent verbal communication and negotiation skills, particularly in dealing with complex or sensitive issues
- Excellent organisational and interpersonal skills
- Note and action taking skills
- Ability to use appropriate questioning and listening skills to gather information to inform training needs analysis
- Intermediate skills in the use of the internet and Microsoft Office packages, specifically Word, Excel, PowerPoint and Outlook
- Excellent interpersonal skills with the ability to challenge poor practice, attitudes or compliance with policies relating to use of technology and data security
- An ability to gain an understanding of individuals learning requirements and provide training as required
- Excellent analytical skills and ability to interpret information and present in a clear concise manner
- Ability to work with minimal supervision in the effective management of own time and workload to meet agreed deadlines
- Ability to deliver work to tight deadlines and keep calm and professional under pressure
- Problem solving and information research skills
- Able to demonstrate innovative and forward-thinking approach
- Able to demonstrate innovative and forward-thinking approach
Desirable
- Ability to conduct meetings
- Experience of using NHS digital software such as SystmOne, Datix
- Ability to convey new requirements or processes, which may contain some complex information to both technical and non-technical staff
Attribute Personal attributes
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
- Ability to use own initiative
- Commitment to highest standards of customer service
- Understands the need for confidentiality and acts appropriately
- Commitment to a "paperless" office environment in line with NHS targets
- Have a confident approach and the ability to inspire confidence in others
- A willingness to learn new systems and programmes as they are developed
- Commitment to improving services for staff and patients
- Ability to work flexibly to support staff delivering care
- Able to travel to and work from Trust sites as required
Person Specification
Qualifications and Knowledge
Essential
- ECDL or equivalent level of computer training
- Knowledge of processes, systems and structure used to deliver efficient and effective administration support in a large organisation
- Understanding of data protection and confidentiality
- Knowledge of the principles of good customer care
Desirable
- Recognised secretarial qualification
- Advanced computer literacy in Microsoft Windows, Word, Excel, Access, Powerpoint and Outlook
- Knowledge of NHS terms and conditions, and employment regulations
- Knowledge of how Specialist Teams services operate
- Understand the purpose of a community health provider, and the current issues relating to the NHS and the delivery of high quality and safe clinical services utilising digital solutions and best practice models
Experience
Essential
- Experience of secretarial / administration work
- Experience of inputting to and maintenance of electronic systems
- Experience of working to and implementing local policies and procedures
- Excellent planning and organisational skills
- Proven experience of supporting the delivery of change
- Ability to work flexibly towards multiple deadlines
Desirable
- Experience of rota management and maintenance of electronic roster systems
- Working with NHS terms and conditions, and employment regulations
- Use of NHS IT systems
Skills
Essential
- Excellent written and spoken command of the English language
- Ability to work as part of a team, taking responsibility for individual tasks, and providing cover/support to others in the delivery of shared tasks
- Ability to work as part of a team, taking responsibility for individual tasks, and providing cover/support to others in the delivery of shared tasks
- Excellent verbal communication and negotiation skills, particularly in dealing with complex or sensitive issues
- Excellent organisational and interpersonal skills
- Note and action taking skills
- Ability to use appropriate questioning and listening skills to gather information to inform training needs analysis
- Intermediate skills in the use of the internet and Microsoft Office packages, specifically Word, Excel, PowerPoint and Outlook
- Excellent interpersonal skills with the ability to challenge poor practice, attitudes or compliance with policies relating to use of technology and data security
- An ability to gain an understanding of individuals learning requirements and provide training as required
- Excellent analytical skills and ability to interpret information and present in a clear concise manner
- Ability to work with minimal supervision in the effective management of own time and workload to meet agreed deadlines
- Ability to deliver work to tight deadlines and keep calm and professional under pressure
- Problem solving and information research skills
- Able to demonstrate innovative and forward-thinking approach
- Able to demonstrate innovative and forward-thinking approach
Desirable
- Ability to conduct meetings
- Experience of using NHS digital software such as SystmOne, Datix
- Ability to convey new requirements or processes, which may contain some complex information to both technical and non-technical staff
Attribute Personal attributes
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
- Ability to use own initiative
- Commitment to highest standards of customer service
- Understands the need for confidentiality and acts appropriately
- Commitment to a "paperless" office environment in line with NHS targets
- Have a confident approach and the ability to inspire confidence in others
- A willingness to learn new systems and programmes as they are developed
- Commitment to improving services for staff and patients
- Ability to work flexibly to support staff delivering care
- Able to travel to and work from Trust sites as required
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.
