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Tower Hamlets GP Care Group

Administrator (Parent-Baby Emotional Wellbeing Service)

The closing date is 16 June 2025

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Job summary

We are looking for a proactive and organised Administrator to join our small and friendly Parent-Baby Emotional Wellbeing (PBEW) team in Waltham Forest.

The PBEW Service is a borough-wide triage and therapeutic holding service supporting families during pregnancy and the first two years postpartum. It offers early identification, emotional wellbeing support, and time-limited therapeutic work while clients are awaiting or transitioning into other pathways such as Talking Therapies, PPIMHS, or Family Hubs.

The team is hosted by TH GP Care Group and works in close partnership with Waltham Forest health and early years systems.

This role suits someone who is digitally confident, and enjoys being part of a close-knit, trauma-informed team. We welcome applicants with a calm, friendly approach and a genuine interest in supporting early years and mental health services.

This role is ideal for someone who is looking for shorter, flexible working days across a five-day week and wants to make a meaningful contribution to supporting families in the perinatal period.

This 22.5 hour post is offered as a fixed-term contract until March 2026.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

Essential skills and experience:

  • Prior experience in an administrative role (NHS or similar setting desirable)

  • Confident using the Microsoft Office 365 suite, particularly Microsoft Teams, Excel, Outlook and Word

  • Comfortable working with spreadsheets, tracking data, and preparing basic summaries or reports

  • Experience with EMIS or other electronic health record systems (training can be provided)

  • Excellent communication and time-management skills

  • Ability to handle sensitive information with professionalism and discretion

  • Strong organisational skills and a keen attention to detail

About the Role

You will provide vital day-to-day administrative support to ensure the smooth running of the PBEW service. You will coordinate the duty desk, manage diaries and appointments, support data collection, and be a key point of contact for families and professionals.

Key responsibilities include:

  • Managing the duty desk inbox and phone line: responding to enquiries, and distributing messages to the team

  • Booking and scheduling home visits, clinic appointments and meetings

  • Maintaining accurate and timely data entry on clinical systems, including EMIS

  • Preparing basic reports, using Excel to collate and present service activity data

  • Supporting documentation for team meetings (e.g. agendas, minutes)

  • Communicating with parents, health visitors, midwives, and local services in a professional, supportive manner

About us

Tower Hamlets GP Care Group (The Care Group) was incorporated as a community interest company limited by shares in September 2014. Every general practice in Tower Hamlets owns one share of £1. The Care Group was formed to manage borough level contracts on behalf of the practices, deliver primary care led services and support general practices, and to be the provider voice of primary care in the wider health and social care system.

Read up more about Tower Hamlets GP Care Group, click here: https://www.gpcaregroup.org/

The Care Group is also a member of Tower Hamlets Together, a place-based integrated partnership, which includes Bart's Health, East London NHS Foundation Trust, the London Borough of Tower Hamlets and the Council for Voluntary Services.

Click here to know more about Tower Hamlets Together partnership- https://www.towerhamletstogether.com/

The key priorities for the Care Group are:

Innovation and support for primary care

Being a great place to work

Integrating primary and community care

Providing of high-quality cost-effective care to local people

Influencing improvements in health outcomes

Details

Date posted

02 June 2025

Pay scheme

Other

Salary

£28,904 a year pro-rata

Contract

Fixed term

Duration

10 months

Working pattern

Part-time, Flexible working

Reference number

E0136-25-0047

Job locations

Chingford Health Centre

109 York Road

London

E4 8LF


Job description

Job responsibilities

Main duties and responsibilities

Referral Collection

Receive and collect all daily referrals for the PMHT service from various sources.

Review and Initial Screening

- Review referrals to ensure completeness and necessary information.

- Contact referrers for missing details or clarification if needed.

Data Entry onto Clinical EMIS System

- Accurately and promptly enter referral information into the clinical EMIS electronic health care record system.

Triage and Allocation Meeting List:

- Maintain a list of referrals for triage and allocation.

- Assist in scheduling allocation meetings, inviting team members, and ensuring an up-to-date referral list for discussions.

Delegation

- Record allocation decisions made during team meetings and update referral status accordingly.

Phone Management

- Act as the first point of contact for the service, providing initial triage for calls and directing information to the appropriate professionals.

SPA/Service Email Inbox

- Receive and respond to referral requests, translating them into incoming referrals and registrations for the PMHT service.

- Direct general requests to clinical staff and managers.

Create New EMIS Records

- Generate new EMIS records and inform team members as needed.

Follow Admin and service related organisational SOPs:

- Adhere to standard operating procedures to ensure efficient workflow.

Maintain Safeguarding Notifications

- Upload relevant reports/information and disseminate as required.

Equipment Procurement

- Process and order equipment such as PPE and stationery using the Zahara invoicing system.

Appointment Communication

- Send out family appointment letters, reminders, and text reminders to clients.

Liaison with Partners

- Collaborate with 0-19 teams, Family Hubs, Children & Family Centres, schools, and other partners as necessary.

EMIS System Housekeeping

- Keep service boxes across 0-19 services within the EMIS system up-to-date and organised.

EMIS Searches and Reports

- Create, develop, maintain, and update EMIS searches and reports to track performance against monthly and quarterly targets for localities and teams.

Job description

Job responsibilities

Main duties and responsibilities

Referral Collection

Receive and collect all daily referrals for the PMHT service from various sources.

Review and Initial Screening

- Review referrals to ensure completeness and necessary information.

- Contact referrers for missing details or clarification if needed.

Data Entry onto Clinical EMIS System

- Accurately and promptly enter referral information into the clinical EMIS electronic health care record system.

Triage and Allocation Meeting List:

- Maintain a list of referrals for triage and allocation.

- Assist in scheduling allocation meetings, inviting team members, and ensuring an up-to-date referral list for discussions.

Delegation

- Record allocation decisions made during team meetings and update referral status accordingly.

Phone Management

- Act as the first point of contact for the service, providing initial triage for calls and directing information to the appropriate professionals.

SPA/Service Email Inbox

- Receive and respond to referral requests, translating them into incoming referrals and registrations for the PMHT service.

- Direct general requests to clinical staff and managers.

Create New EMIS Records

- Generate new EMIS records and inform team members as needed.

Follow Admin and service related organisational SOPs:

- Adhere to standard operating procedures to ensure efficient workflow.

Maintain Safeguarding Notifications

- Upload relevant reports/information and disseminate as required.

Equipment Procurement

- Process and order equipment such as PPE and stationery using the Zahara invoicing system.

Appointment Communication

- Send out family appointment letters, reminders, and text reminders to clients.

Liaison with Partners

- Collaborate with 0-19 teams, Family Hubs, Children & Family Centres, schools, and other partners as necessary.

EMIS System Housekeeping

- Keep service boxes across 0-19 services within the EMIS system up-to-date and organised.

EMIS Searches and Reports

- Create, develop, maintain, and update EMIS searches and reports to track performance against monthly and quarterly targets for localities and teams.

Person Specification

Skills and Abilities

Essential

  • Excellent interpersonal and communication skills to deal courteously and effectively with staff, partners, and the public.

Skills and Abilities

Essential

  • Accurate data entry and information-handling skills, including working knowledge of email and clinical databases (or willingness to learn EMIS).

Experience

Essential

  • Minimum of two year's experience in a healthcare or office setting performing administrative or clerical tasks.

Skills and Abilities

Essential

  • Proven ability to organise and prioritise workload and use initiative independently.

Knowledge

Essential

  • Confident in using Microsoft Office applications including Excel, Teams, Outlook, and Word.
Person Specification

Skills and Abilities

Essential

  • Excellent interpersonal and communication skills to deal courteously and effectively with staff, partners, and the public.

Skills and Abilities

Essential

  • Accurate data entry and information-handling skills, including working knowledge of email and clinical databases (or willingness to learn EMIS).

Experience

Essential

  • Minimum of two year's experience in a healthcare or office setting performing administrative or clerical tasks.

Skills and Abilities

Essential

  • Proven ability to organise and prioritise workload and use initiative independently.

Knowledge

Essential

  • Confident in using Microsoft Office applications including Excel, Teams, Outlook, and Word.

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

Tower Hamlets GP Care Group

Address

Chingford Health Centre

109 York Road

London

E4 8LF


Employer's website

https://www.gpcaregroup.org/section/387/Home (Opens in a new tab)

Employer details

Employer name

Tower Hamlets GP Care Group

Address

Chingford Health Centre

109 York Road

London

E4 8LF


Employer's website

https://www.gpcaregroup.org/section/387/Home (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Liana Gintautaite

l.gintautaite@nhs.net

07718422692

Details

Date posted

02 June 2025

Pay scheme

Other

Salary

£28,904 a year pro-rata

Contract

Fixed term

Duration

10 months

Working pattern

Part-time, Flexible working

Reference number

E0136-25-0047

Job locations

Chingford Health Centre

109 York Road

London

E4 8LF


Supporting documents

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