Job summary
An exciting
opportunity has arisen for a band 3 admin assistant to join our central admin
team providing support to Children's Therapies service within County Durham and
Darlington. The central admin team is based at Chester le Street Community
Hospital , providing comprehensive
administrative support to the countywide team of Children's Occupational
Therapists, Physiotherapists and, from April 2025, Children's Speech and
Language Therapists.
The role itself is a great
opportunity for someone who is seeking to work in busy admin environment with a
varied workload. You will assist with the organisation and timely completion of
routine administrative tasks and duties, as well as supporting the Admin Team
Lead by taking responsibility for supervision of members of the admin team and
delegation of duties as required. We are seeking someone who is enthusiastic,
motivated and can work as part of a team.
Interviews will be held on 3rd March 2025.
County Durham
and Darlington NHS Foundation Trust is one of the largest integrated care
providers in England, serving a population of around 600,000 people. We are a
high performing organisation with a track record of success.
Main duties of the job
Supervision role within the team
Setting up and populating Systmone rotas for clinical
staff
Creating new appointments and managin waiting lists
Answering phone calls
and dealing with appropriately
Registering of new patients, scanning and placing on
correct waiting list
Completing admin tasks sent by clinical and
non-clinical staff on Systmone
Supporting triage process to ensure triage is completed
in a timely manner
Access and answer generic email address as needed
Sort both internal & external post daily or as
required
Taking lead role to support SEND admin processes -
following processe to ensure health advice for Educational Health Care Plans is
processed in a timely manner
Contact patients to cancel / re-arrange appointments as
needed
Assist in covering holidays and duties when colleagues
on leave
Ensure tasks are completed
To work with the Therapists in order to
facilitate and process the workload of the Therapy service
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents.
Job description
Job responsibilities
Answering telephone calls and dealing with appropriately
Registering of new patients, scanning and placing on correct
waiting list
Monitor delegated waiting lists
within systmone and ensure discharges are completed in a timely manner
Check and respond to emails received
from generic email addresses and delegate duties to team members as required
and follow processes as agreed
To take details
of any complaints and use effective communication skills to ensure that the
correct procedures are followed
Use e-diaries for room bookings county wide
Coordinate meetings and book venues as needed
Contact patients to cancel / re-arrange appointments as
needed
Deal with anomalies on a weekly basis and distribute to
relevant staff members reporting to the Admin Team Lead
Set up rotas on SystmOne
Complete Cardea requests
Booking of New patients from waiting lists for Children's
Therapies
Provide support and supervision to admin assistants
To provide admin support and complete tasks
To attend meetings as necessary and take minutes
Collate Cqif & comment cards and input data with reports
to follow
Deputise for Admin Team Lead when required
Cleanse waiting lists after 3/4 weeks of discharge
Any other duties delegated by Admin Team Lead
Job description
Job responsibilities
Answering telephone calls and dealing with appropriately
Registering of new patients, scanning and placing on correct
waiting list
Monitor delegated waiting lists
within systmone and ensure discharges are completed in a timely manner
Check and respond to emails received
from generic email addresses and delegate duties to team members as required
and follow processes as agreed
To take details
of any complaints and use effective communication skills to ensure that the
correct procedures are followed
Use e-diaries for room bookings county wide
Coordinate meetings and book venues as needed
Contact patients to cancel / re-arrange appointments as
needed
Deal with anomalies on a weekly basis and distribute to
relevant staff members reporting to the Admin Team Lead
Set up rotas on SystmOne
Complete Cardea requests
Booking of New patients from waiting lists for Children's
Therapies
Provide support and supervision to admin assistants
To provide admin support and complete tasks
To attend meetings as necessary and take minutes
Collate Cqif & comment cards and input data with reports
to follow
Deputise for Admin Team Lead when required
Cleanse waiting lists after 3/4 weeks of discharge
Any other duties delegated by Admin Team Lead
Person Specification
Qualifications
Essential
- 5 GCSEs or equivalent including English Language
Desirable
Special Skills & Knowledge
Essential
- Use of email and Outlook.
- Excellent written and verbal communication skills.
- Excellent organisational skills in order to prioritise work and complete to tight schedules.
- Good standard of written and verbal communication skills.
- Ability to prioritise workload.
- Ability to work on own initiative.
- Ability to use discretion and maintain confidentiality.
- Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public.
Experience
Essential
- Proven ability in effective, efficient administrative support to a team.
- Experience in busy office environment including making and receiving phone calls on behalf of service/organisation.
- Providing clerical support for a team
- Experience in a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
- Experience of setting up and maintaining databases.
Desirable
- Knowledge of SystmOne.
- Knowledge of computer packages: Word, Excel, Outlook, PowerPoint etc.
- Experience of planning and organising meetings and taking minutes.
- Experience of supervision/ delegating duties.
Special Requirements
Essential
- Flexible and responsive to change.
Person Specification
Qualifications
Essential
- 5 GCSEs or equivalent including English Language
Desirable
Special Skills & Knowledge
Essential
- Use of email and Outlook.
- Excellent written and verbal communication skills.
- Excellent organisational skills in order to prioritise work and complete to tight schedules.
- Good standard of written and verbal communication skills.
- Ability to prioritise workload.
- Ability to work on own initiative.
- Ability to use discretion and maintain confidentiality.
- Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public.
Experience
Essential
- Proven ability in effective, efficient administrative support to a team.
- Experience in busy office environment including making and receiving phone calls on behalf of service/organisation.
- Providing clerical support for a team
- Experience in a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
- Experience of setting up and maintaining databases.
Desirable
- Knowledge of SystmOne.
- Knowledge of computer packages: Word, Excel, Outlook, PowerPoint etc.
- Experience of planning and organising meetings and taking minutes.
- Experience of supervision/ delegating duties.
Special Requirements
Essential
- Flexible and responsive to change.
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.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Chester Le Street Community Hospital
Front Street
Chester Le Street
County Durham
DH3 3AT
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
