Job summary
The demand for our services has significantly increased, leading to longer wait times for children and young people requiring specialist care particularly in our CDS/CHAND service. This role is crucial in reducing waiting times and improving patient experience, which aligns with NHS priorities for service efficiency.
We are looking to recruit a dynamic individual who wish to be a part of a diverse group of professionals offering specialist care and support to children and young people in and around Newham. The post-holder will be expected to work across the various services within ELFT if needed.
To provide an effective and efficient administrative and clerical service to Children's Services Teams. S/he will be expected to work flexibly within the administrative team and contribute to the smooth functioning of the systems. The Admin Assistant/Waiting List Coordinator will enable us to manage these demands more effectively.The post holder will also work with the Admin Operational Lead to oversee the management of patient lists, ensuring that scheduling is optimized. This role will facilitate timely communication with families, reducing uncertainty and anxiety for both patients and their caregivers.
Main duties of the job
1. Be responsbile for getting school/nursery reports, booking patients, sending any letters, reports, liaising with the private provider to provide patient details and documents, booking in the clinicians.
2. To receive all incoming calls to the Service and deal appropriately in a courteous and helpful manner.
3. To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance from Admin Operational Manager.
4. To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
5. To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
6. To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
1. To cover reception as and when required. Greeting patients and informing clinicians that their patients have arrived.
2. To ensure that staff have outcome appointments appropriately, including any transfers for discharges.
3. To complete clinic room and building checks.
4. To format reports on Microsoft Office Word and other general word processing duties, to include compile general correspondence as required.
5. To maintain electronic office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
6. To upload patient notes, correspondence etc to the electronic patient system and to distribute correspondence to teams electronically.
7. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
8. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
9. To post correspondence to patients, carers, GPs and schools, using the hybrid mail system.
10. To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
11. To use email text messaging services to remind patients of forthcoming appointments.
12. As a team member to work flexibly in order that essential priority tasks are covered and dealt with.
13. To report to the line manager any issues that are of concern relating to health and safety of the building.
Job description
Job responsibilities
1. To cover reception as and when required. Greeting patients and informing clinicians that their patients have arrived.
2. To ensure that staff have outcome appointments appropriately, including any transfers for discharges.
3. To complete clinic room and building checks.
4. To format reports on Microsoft Office Word and other general word processing duties, to include compile general correspondence as required.
5. To maintain electronic office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
6. To upload patient notes, correspondence etc to the electronic patient system and to distribute correspondence to teams electronically.
7. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
8. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
9. To post correspondence to patients, carers, GPs and schools, using the hybrid mail system.
10. To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
11. To use email text messaging services to remind patients of forthcoming appointments.
12. As a team member to work flexibly in order that essential priority tasks are covered and dealt with.
13. To report to the line manager any issues that are of concern relating to health and safety of the building.
Person Specification
Essential
Essential
- English & Maths GCSE or NVQ1
- Previous Administrative experience in the NHS/Experience of working in an office environment
- Working as part of an administrative team At least 3 months experience of routine office administration including reception duties
- Computer Literacy including word processing and data entry. Effective IT skills in Microsoft Word, Excel and Outlook.
Desirable
- PreviNVQ Level 3/ equivalent qualification or working towards ous
- Working in a Multidisciplinary Health Team
- Copy typing skills 40-45 wpm typing speed
- Ability to deal with distressed clients in a sympathetic manner
Interview and Application
Essential
- English & Maths GCSE or NVQ1
- Previous Administrative experience in the NHS/Experience of working in an office environment
- At least 3 months experience of routine office administration including reception duties
- Computer Literacy including word processing and data entry. Effective IT skills in Microsoft Word, Excel and Outlook.
- Good standard of Written and Spoken English
Desirable
- NVQ Level 3/ equivalent qualification or working towards
- Working in a Multidisciplinary Health Team
- Experience of providing admin support within a health or social services setting
Person Specification
Essential
Essential
- English & Maths GCSE or NVQ1
- Previous Administrative experience in the NHS/Experience of working in an office environment
- Working as part of an administrative team At least 3 months experience of routine office administration including reception duties
- Computer Literacy including word processing and data entry. Effective IT skills in Microsoft Word, Excel and Outlook.
Desirable
- PreviNVQ Level 3/ equivalent qualification or working towards ous
- Working in a Multidisciplinary Health Team
- Copy typing skills 40-45 wpm typing speed
- Ability to deal with distressed clients in a sympathetic manner
Interview and Application
Essential
- English & Maths GCSE or NVQ1
- Previous Administrative experience in the NHS/Experience of working in an office environment
- At least 3 months experience of routine office administration including reception duties
- Computer Literacy including word processing and data entry. Effective IT skills in Microsoft Word, Excel and Outlook.
- Good standard of Written and Spoken English
Desirable
- NVQ Level 3/ equivalent qualification or working towards
- Working in a Multidisciplinary Health Team
- Experience of providing admin support within a health or social services setting
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).
