Central and North West London NHS Foundation Trust

Senior Administrative Co-Ordinator

Information:

This job is now closed

Job summary

A new and exciting opportunity has arisen in our newly redesigned Nursing care model within the Hillingdon Care Connection Team. We are in need of someone to join our team as a Senior Administrative Co-Ordinator, working on a fixed term basis, for a maximum of one year and on a part-time (4days/week) basis.

The Care Connection Teams comprise of a Guided Care Matrons (GCM), GPs, Health Care Support Workers (HCSW), Wellbeing Support Assistants and a Senior Administrative Co-Ordinators. Together, they provide active case management for adult patients with long term conditions in order to prevent unnecessary hospital admissions.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Main duties of the job

Band 4 Senior Administrative Co-Ordinator work closely with people who use our Services, their families, friends and carers and are an important contributor in how people experience our services. Band 4 Senior Administrative Co-ordinators are expected to be kind and responsive but professional and informative and contribute to the quality of the services we provide by:

keeping the people who using our services as safe as possible by recognising the limits of the Senior Administrative Co-Ordinator role and working closely with GCMs.

contributing to the best possible clinical outcomes by using up-to-date skills and adhering to evidence based policies and procedures when implementing care plans

ensuring the people using our services have a good experience by respecting, empowering and working in partnership with people when contributing to the implementation and evaluation of care plans

We believe that the best health care is delivered by multi-disciplinary teams working well together and in partnership with other teams and services to provide seamless care. Band 4 Senior Administrative Co-Ordinators contribute to the team in achieving the team's objectives by working closely with and drawing support from GCMs and other health professionals.

About us

There's a place for you at CNWL.We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providingtop quality caredepends on our ability to employ the best people.We're always looking torecruit outstanding peoplewho will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With adiverse culture and equally diverserange of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.

Details

Date posted

03 June 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,081 to £33,665 a year pro-rata per annum incl. HCAS

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

333-G-HC-1480

Job locations

Hillingdon Community

Hillingdon

UB8 1QG


Job description

Job responsibilities

  • Monitor referrals and add into new referral caseload on SystmOne (S1) and EMIS.

  • Support with onward referrals and carefully avoiding duplication.

  • Monitor caseloads and liaise with GCMs when patients have not had recent contact, to ensure caseloads remain active and up to date.

  • Diary management for HCSWs.

  • Participate in team handovers

  • Support with administrative actions - daily handovers.

  • Keep a daily log of clinical handovers and document actions using Situation Background Assessment Recommendation (SBAR) tool.

  • Attend team meetings and take minutes.

  • Patient searches - use platforms such as EMIS, WSIC and hospital admission emails to pull data and share with GCMs.

  • Once the GCM has completed Self Management Plan (SMP), Senior Administrative Co-Ordinator willprint the SMP for the GCM to deliver, discuss and get it signed.

  • Ordering of supplies from NHS Oracle.

  • Monitor Generic email addresses.

  • Register new patients referred in from the huddle meetings.

  • Send huddle template to the GCMs.

  • Manage own S1 diary.

Job description

Job responsibilities

  • Monitor referrals and add into new referral caseload on SystmOne (S1) and EMIS.

  • Support with onward referrals and carefully avoiding duplication.

  • Monitor caseloads and liaise with GCMs when patients have not had recent contact, to ensure caseloads remain active and up to date.

  • Diary management for HCSWs.

  • Participate in team handovers

  • Support with administrative actions - daily handovers.

  • Keep a daily log of clinical handovers and document actions using Situation Background Assessment Recommendation (SBAR) tool.

  • Attend team meetings and take minutes.

  • Patient searches - use platforms such as EMIS, WSIC and hospital admission emails to pull data and share with GCMs.

  • Once the GCM has completed Self Management Plan (SMP), Senior Administrative Co-Ordinator willprint the SMP for the GCM to deliver, discuss and get it signed.

  • Ordering of supplies from NHS Oracle.

  • Monitor Generic email addresses.

  • Register new patients referred in from the huddle meetings.

  • Send huddle template to the GCMs.

  • Manage own S1 diary.

Person Specification

Education and qualification

Essential

  • NVQ Level 3 or equivalent qualification

Desirable

  • ECDL
  • NVQ in Administration/ Customer case

Specific Skills

Essential

  • Keyboard skills
  • Experience in IT applications, incl: word, excel
  • Evidence of good interpersonal and organisational skills
  • Excellent verbal and written communication skills
  • Ability to work under pressure/stress and prioritise
  • Able to work as an effective team member

Desirable

  • Experience of a multi-user database
  • Previous experience of System 1

Knowledge and Experience

Essential

  • Administrative/secretarial/customer care experience

Desirable

  • Experience in N.H.S, Primary Care or G.P`s surgery
  • Experience in working with members of the public or in a public facing environment

Qualities

Essential

  • Patient / Customer facing qualities
  • Able to remain calm under pressure
  • Team worker
  • Flexible
Person Specification

Education and qualification

Essential

  • NVQ Level 3 or equivalent qualification

Desirable

  • ECDL
  • NVQ in Administration/ Customer case

Specific Skills

Essential

  • Keyboard skills
  • Experience in IT applications, incl: word, excel
  • Evidence of good interpersonal and organisational skills
  • Excellent verbal and written communication skills
  • Ability to work under pressure/stress and prioritise
  • Able to work as an effective team member

Desirable

  • Experience of a multi-user database
  • Previous experience of System 1

Knowledge and Experience

Essential

  • Administrative/secretarial/customer care experience

Desirable

  • Experience in N.H.S, Primary Care or G.P`s surgery
  • Experience in working with members of the public or in a public facing environment

Qualities

Essential

  • Patient / Customer facing qualities
  • Able to remain calm under pressure
  • Team worker
  • Flexible

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).

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.

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

Central and North West London NHS Foundation Trust

Address

Hillingdon Community

Hillingdon

UB8 1QG


Employer's website

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


Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Hillingdon Community

Hillingdon

UB8 1QG


Employer's website

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


Employer contact details

For questions about the job, contact:

Lead Nurse for Guided Care Matrons

Rutendo Katsidzira

rutendo.katsidzira@nhs.net

07984604698

Details

Date posted

03 June 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,081 to £33,665 a year pro-rata per annum incl. HCAS

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

333-G-HC-1480

Job locations

Hillingdon Community

Hillingdon

UB8 1QG


Supporting documents

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