Childrens Therapies Administrative Assistant

County Durham & Darlington NHS Foundation Trust

This job is now closed

Job summary

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.

We have recently merged Childrens Occupational Therapy and Childrens Physiotherapy admin teams to create a small and friendly team of five admin assistants led by a team leader and reporting to the Head of Childrens Therapies.

The role itself is a great opportunity for someone who is seeking to work in busy admin environment, providing comprehensive administrative support to the countywide team of Childrens Occupational Therapists and Physiotherapists. You will assist with the organisation and timely completion of routine administrative tasks and duties, including supporting the central helpdesk facility, and be responsible for administrative and secretarial support to the Childrens Therapy Service.

We are seeking someone who is enthusiastic, motivated and can work as part of a team.

Interviews will be held on 3rd March 2025

Main duties of the job

Answering phone calls and dealing with appropriately.

Registering of new patients, scanning and placing on correct waiting list with appropriate time scale added.

Booking patients into Systmone rotas as required.

Completing admin tasks sent by clinical and non-clinical staff on Systmone.

Monitor waiting lists within SystmOne.

Registering of new patients, scanning and placing on correct waiting list with appropriate time scale added.

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.

To take details of any complaints and use effective communication skills to ensure that the correct procedures are followed to ensure resolution.

Support SEND processes - coordinating responses and sending of Educational Health Care Plans to the appropriate Local Authority.

Contact patients to arrange / 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.

Date posted

05 February 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

C9439-25-0098

Job locations

Chester Le Street Community Hospital

Front Street

Chester Le Street

County Durham

DH3 3AT

Job description

Job responsibilities

The admin team are responsive to the needs of the service. It is a busy working environment with referrals received by phone, email, and post from a variety of sources, ranging from parent/carer, school, GP and other health professionals. Work will mainly be on SystmOne and involves putting referrals onto the system, registering patients, booking and rearranging appointments, cancelling appointments and rebooking chilren who are not brought to their appointment. Processses are in place to support the effective running of the team and a felxible approach is needed to allow work to be prioritised with in the team.

Work is also generated by tasks from clinical staff to support in sending reports, appointments, advice and statutory information to relevant people invovled in the child/young person's care.

Regular patient contact when parent/carers bring their children to the department is required as part of the role so excellent verbal communciation skills are essential to this role.

Job description

Job responsibilities

Work is also generated by tasks from clinical staff to support in sending reports, appointments, advice and statutory information to relevant people invovled in the child/young person's care.

Regular patient contact when parent/carers bring their children to the department is required as part of the role so excellent verbal communciation skills are essential to this role.

Person Specification

Qualifications

Essential

5 GCSEs or equivalent including English Language.

Desirable

RSA111/NVQ level 2.

Special Skills & Knowledge

Essential

ICT skills including Mircosoft Office applications such as spread sheets and databases
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 administration
Experience in busy office environment including making and receiving phone calls on
behalf of service/organisation
Providing clerical support for team of staff
Excellent written and verbal communication skills

Desirable

Use of SystmOne
Minute taking
Diary management and planning

Special Requirements

Essential

Flexible and responsive to change in working days/ times as service needs to cover helpdesk during 8am 5pm Monday- Friday

Person Specification

Qualifications

Essential

5 GCSEs or equivalent including English Language.

Desirable

RSA111/NVQ level 2.

Special Skills & Knowledge

Essential

ICT skills including Mircosoft Office applications such as spread sheets and databases
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 administration
Experience in busy office environment including making and receiving phone calls on
behalf of service/organisation
Providing clerical support for team of staff
Excellent written and verbal communication skills

Desirable

Use of SystmOne
Minute taking
Diary management and planning

Special Requirements

Essential

Flexible and responsive to change in working days/ times as service needs to cover helpdesk during 8am 5pm Monday- Friday

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.