Job summary
We are looking for an enthusiastic and experienced Administrative Assistant to join our friendly and committed team. This role is ideal for someone who thrives in a busy environment, enjoys working with people, and takes pride in delivering high-quality administrative support.
As a key member of the service, you will provide essential support to ensure the smooth running of day-to-day operations, including managing incoming enquiries, maintaining accurate records, and supporting clinicians and colleagues with routine administrative tasks. We are seeking someone with excellent attention to detail, strong communication skills, and a proactive approach to their work. If you are motivated, organised, and keen to contribute to a positive patient and staff experience, we would love to hear from you.
Main duties of the job
To work within the Children's Specialist Nursing Administrative team to input information relating to referrals onto SystmOne and other related administrative tasks. The administrator will communicate with parents/carers and professional staff with tact and sensitivity.
The role will include responding to variations in workload as outlined below;
o To provide quality clinical administrative and referral management to support the services delivered in the Children's Specialist Nursing teams.
o To manage own administrative workload with the ability to prioritise the CSN teams administration needs, to ensure that the team provides a high standard of patient care and referral management
o Work unsupervised on assigned administrative tasks.
o Support the day-to-day running of the CSN administration office and to act as a point of contact for patient queries and professionals in relation to referral information.
o The post holder will be supervised on a daily basis by a senior member of the administration team and confidentiality must be maintained at all times.
About us
You can apply to Access to Work to get money for communication support at a job interview - please use this link for more information: https://www.gov.uk/guidance/apply-for-communication-support-at-a-job-interview-if-you-have-a-disability-or-health-condition-access-to-workYou need to apply before the interview takes place.
Job description
Job responsibilities
To ensure that accurate details are exchanged with all relevant staff. Give assistance and support to patients, carers and staff, where appropriate.
Acting as a supportive member of the team at all times, including:
To answer incoming calls, dealing with enquiries in a helpful manner and exercising judgement when dealing with patients enquiries, proactively taking action where appropriate
To process inward referrals as outlined in process notes
To close down referrals and discharge service users from service caseloads
To monitor waiting lists
To process emails liaising with professionals and to disseminate information received to the appropriate members of staff.
To photocopy and scan as required
To monitor email inboxes and action tasks as required
To carry out general office tasks such as sorting incoming and outgoing mail and keeping the office tidy.
To arrange and book rooms for clinical and non-clinical meetings
To provide cover for duties during absence / annual leave periods and when requested
To manage own clinical correspondence including email
To receive, record and relay confidential and sensitive information relating to patient care using tact and persuasive skills
To ensure that accurate details are exchanged with all relevant staff. Act as a supportive member of the team at all times.
To occasionally produce simple reports using SystmOne
The post holder will need to be able to liaise appropriately with individuals from a wide range of backgrounds including:Patients and carers All members of the Childrens Specialist Nursing Service GP Surgeries Services and professionals within Hertfordshire Community NHS Trust Services and professionals outside of Hertfordshire Community NHS Trust
Job description
Job responsibilities
To ensure that accurate details are exchanged with all relevant staff. Give assistance and support to patients, carers and staff, where appropriate.
Acting as a supportive member of the team at all times, including:
To answer incoming calls, dealing with enquiries in a helpful manner and exercising judgement when dealing with patients enquiries, proactively taking action where appropriate
To process inward referrals as outlined in process notes
To close down referrals and discharge service users from service caseloads
To monitor waiting lists
To process emails liaising with professionals and to disseminate information received to the appropriate members of staff.
To photocopy and scan as required
To monitor email inboxes and action tasks as required
To carry out general office tasks such as sorting incoming and outgoing mail and keeping the office tidy.
To arrange and book rooms for clinical and non-clinical meetings
To provide cover for duties during absence / annual leave periods and when requested
To manage own clinical correspondence including email
To receive, record and relay confidential and sensitive information relating to patient care using tact and persuasive skills
To ensure that accurate details are exchanged with all relevant staff. Act as a supportive member of the team at all times.
To occasionally produce simple reports using SystmOne
The post holder will need to be able to liaise appropriately with individuals from a wide range of backgrounds including:Patients and carers All members of the Childrens Specialist Nursing Service GP Surgeries Services and professionals within Hertfordshire Community NHS Trust Services and professionals outside of Hertfordshire Community NHS Trust
Person Specification
Qualifications
Essential
- GCSE English and Maths or equivalent
Experience and Knowledge
Essential
- Administrative/clerical experience
- Working knowledge of Word, Excel, E-mail and Internet
- Good written/spoken English
- Working knowledge of office technology, i.e. taking telephone calls, photocopying etc.
Desirable
- Experience of using electronicbased diary / appointment systems
Skills and Abilities
Essential
- Good written, verbal and non-verbal communication skills
- Ability to communicate clearly by telephone and face to face with a range of people including patients/carers and healthcare professionals
- Ability to manage and prioritise workload meeting deadlines
Other Requirements
Essential
- Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
Person Specification
Qualifications
Essential
- GCSE English and Maths or equivalent
Experience and Knowledge
Essential
- Administrative/clerical experience
- Working knowledge of Word, Excel, E-mail and Internet
- Good written/spoken English
- Working knowledge of office technology, i.e. taking telephone calls, photocopying etc.
Desirable
- Experience of using electronicbased diary / appointment systems
Skills and Abilities
Essential
- Good written, verbal and non-verbal communication skills
- Ability to communicate clearly by telephone and face to face with a range of people including patients/carers and healthcare professionals
- Ability to manage and prioritise workload meeting deadlines
Other Requirements
Essential
- Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
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.
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