Job summary
We have an exciting opportunity for a Team Administrator to join our Eating Disorder Service based in the Roxborough Road Site.
The Eating Disorder Service offers a range of specialist services to women, men, children, and young people who are suffering from anorexianervosa, bulimia nervosa, and other eating disorders. The service provides a wide range of treatments, including assessment and community, outpatient therapy, day programme services, and inpatient care across different sites.
We are looking for an enthusiastic and motivated Team Admin to provide important administrative and customer service to ensure the smooth running of our very busy and dynamic team. The role comes with a variety of responsibilities, providing support to the clinical team, service users, patients, and carers who attend the service.
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 in our healthcare settings.
The EDS team is strong and supportive and has excellent structures to offer regular supervision. This is a great opportunity to join our team to support the delivery of high-quality EDS for North West London. We are looking for exceptional individuals with the right attitude, skills, and knowledge who share our passion to deliver the best quality care experience for patients and their families.
Main duties of the job
The post holder will be based on-site and will be involved in providing a full range of administrative duties to support the delivery of a high-quality service by the EDS STRIDES Team. You will need to develop an understanding of the objectives of the programme and support the team in carrying out their duties effectively.
This will range from communicating with patients and their families/carers, arranging appointments, and performing other administrative duties. The post holder will be required to work closely with a range of corporate CNWL Trust teams in supporting the service. You will require good communication and IT skills and a comprehensive working knowledge of the use of Microsoft Office software.
As well as inputting, outcoming & closing referrals, contacting patients, arranging and booking appointments, POD registration, answering general queries and directing them to correct teams, formatting & finalising letters, minute taking, taxi booking, interpreter booking, assisting in local admin inductions, stationery orders, and other tasks for supporting and implementing administrative processes ensuring that the service runs effectively & efficiently.
They will need to take initiative in prioritising their work and helping with the team's workload. They will need to ensure that the service objectives and deadlines are met. You should be able to work independently, using discretion, judgement, and critical analysis where appropriate.
About us
This post is highly suitable for an applicant who is working at a similar grade in the NHS or for those currently working in a non-NHS setting with aspirations to enter into Health Service administration.
The post is based at EDS STRIDES & Outpatients Roxborough Road Site, 13-17 Roxborough Road, Harrow, London HA1 1NS. In addition, the post holder will provide cross cover for the SKC VSEDS site, Verney House site, and Children and Young People Eating Disorder Service during periods of staff absence within the department, as and when required.
In return, we are offering the opportunity to work in a supportive and friendly environment, where supervision and performance reviews/appraisals form part of our ongoing development of staff.CNWL is committed to progressing and supporting its staff with career development and training, ensuring staff health and well-being, and job satisfaction.
Interview date: TBC
Hear from our staff what it's like working with our CNWL Eating Disorders service:Working at Vincent Square Eating Disorders service: Central and North West London NHS Foundation Trust.
For further information, please contact Michelle Gonzales, Admin Manager, Tel: 0207 685 6957 and Email Address: michelle.gonzales@nhs.net
Job description
Job responsibilities
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 AND RESPONSIBILITIES
- To prepare documents (letters, memos, reports, etc) by copy or audio typing using Microsoft Office software, ensuring all policies andprocedures are adhered to.
- To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handletelephone and email enquiries from external bodies, Trust staff, clinicians, service users, and relatives.
- The post holder is required to exercise judgment about how to handle such calls appropriately and professionally, usingjudgment and discretion where necessary, referring complex matters to relevant senior members of staff, and taking messages whennecessary.
- To report any incidents on DATIX and escalate to management as soon as possible
- To ensure effective communication within the team.
- To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintainingsystems.
- To input data to electronic database system/s and/or use the database as and when required in line with Trust procedures and protocols.
- To ensure that filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
- To act as secretary at meetings, taking and distributing minutes as appropriate.
- To arrange meetings and training events for the team as and when required.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
- To cover across sites when required by the service
- To liaise with the IT Department and other services as and when required for any issues that may occur within the service.
- To develop and maintain an updated internal and external contact list.
- To participate in assisting the local admin induction of new or temporary staff to the team.
- To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff, and visitorsto the service, reporting building repairs required to the responsible manager.
- To liaise with domestic services staff to ensure the environment is kept clean, and report any recurring problems to the responsiblemanager.
- To enter required data into the Trusts patient administration systems and to make use of databases as directed by managers in thecourse of clinical duties
- To use a computer and computer software to prepare reports, presentations, and documents relevant to working duties
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within thegrade of the job, in discussion with the manager.
Management Information SystemsTo assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database, or relevant clinical orBusiness information system.
Training & Development To participate in the local induction of new employees to the Operational Team. To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge anddevelopment. The post holder will complete the CNWL mandatory training programme annually within the directed timescales.
Supervision The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outlined for the post. The post holder will fully participate in the Trusts Appraisal /Supervision Programme and work with their manager to ensure that they have a clear job plan and objectives.
Job description
Job responsibilities
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 AND RESPONSIBILITIES
- To prepare documents (letters, memos, reports, etc) by copy or audio typing using Microsoft Office software, ensuring all policies andprocedures are adhered to.
- To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handletelephone and email enquiries from external bodies, Trust staff, clinicians, service users, and relatives.
- The post holder is required to exercise judgment about how to handle such calls appropriately and professionally, usingjudgment and discretion where necessary, referring complex matters to relevant senior members of staff, and taking messages whennecessary.
- To report any incidents on DATIX and escalate to management as soon as possible
- To ensure effective communication within the team.
- To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintainingsystems.
- To input data to electronic database system/s and/or use the database as and when required in line with Trust procedures and protocols.
- To ensure that filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
- To act as secretary at meetings, taking and distributing minutes as appropriate.
- To arrange meetings and training events for the team as and when required.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
- To cover across sites when required by the service
- To liaise with the IT Department and other services as and when required for any issues that may occur within the service.
- To develop and maintain an updated internal and external contact list.
- To participate in assisting the local admin induction of new or temporary staff to the team.
- To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff, and visitorsto the service, reporting building repairs required to the responsible manager.
- To liaise with domestic services staff to ensure the environment is kept clean, and report any recurring problems to the responsiblemanager.
- To enter required data into the Trusts patient administration systems and to make use of databases as directed by managers in thecourse of clinical duties
- To use a computer and computer software to prepare reports, presentations, and documents relevant to working duties
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within thegrade of the job, in discussion with the manager.
Management Information SystemsTo assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database, or relevant clinical orBusiness information system.
Training & Development To participate in the local induction of new employees to the Operational Team. To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge anddevelopment. The post holder will complete the CNWL mandatory training programme annually within the directed timescales.
Supervision The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outlined for the post. The post holder will fully participate in the Trusts Appraisal /Supervision Programme and work with their manager to ensure that they have a clear job plan and objectives.
Person Specification
Education and Qualifications
Essential
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- Administration and IT Skills Qualifications
- Educated to Diploma level or NVQ Level 3
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with day to day contact with both professionals and members of the general public
Desirable
- Experience of working in a mental health setting such as CAMHS or EDS
- Experience of processing complex referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Teams, Outlook Diary with ability to create and manage Excel spreadsheets
- Effective Communication skills
- Digital Intelligence
- Customer service and liaison skills
- Multi-tasking and Time management
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Teamwork
Desirable
- Knowledge of medical/clinical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
- Knowledge of GDPR, Data Protection Act, Confidentiality
Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload and also help/support others
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
Person Specification
Education and Qualifications
Essential
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- Administration and IT Skills Qualifications
- Educated to Diploma level or NVQ Level 3
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with day to day contact with both professionals and members of the general public
Desirable
- Experience of working in a mental health setting such as CAMHS or EDS
- Experience of processing complex referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Teams, Outlook Diary with ability to create and manage Excel spreadsheets
- Effective Communication skills
- Digital Intelligence
- Customer service and liaison skills
- Multi-tasking and Time management
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Teamwork
Desirable
- Knowledge of medical/clinical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
- Knowledge of GDPR, Data Protection Act, Confidentiality
Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload and also help/support others
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
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.
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.
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
STRIDES and Outpatients Eating Disorders Service Clinic - RR Site
13-17 Roxborough Road
Harrow
HA1 1NS
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
