Job summary
- Main area
- Neonatal, administrative
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 289-SC-27
- Employer
- Chelsea and Westminster Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- CHELSEA and Westminster NHSFT
- Town
- Chelsea
- Salary
- £31,944 - £34,937 per annum incl. HCAS
- Salary period
- Yearly
- Closing
- 14/05/2025 23:59
Employer heading
Neonatal Nursing & Medical Staffing Officer
NHS AfC: Band 4
Job overview
Job Summary
The post holder will play a key role in the delivery of a high quality, safe and compassionate healthcare service to patients and families on the Neonatal unit. They will ensure that streamlined administrative processes are implemented and followed which are focused on the patient, their family and their individual needs. The Neonatal Administrator will provide effective and efficient administrative support to a team and will act as a focal point of communication between patients, families, doctors, nurses and other healthcare professionals. The staff member will act as a role model to others in all aspects of their work, consistently demonstrating the highest standards of professionalism and customer service.
The post holder will be responsible for managing the following areas of the Trust’s administrative services.
- Reception.
- Nursing rota’ coordination.
- Medical Rota
NNU clinics
Main duties of the job
Building nursing and medical roster
Reviewing annual leave, maintaining accurate data base for flexible working
Assisting in general service admin work
Covering reception for sickness
Working for our organisation
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.
The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Detailed job description and main responsibilities
- Build the nursing rota and Medical within the timeframe for approval and publication, dealing with any rota issues/sickness that occur during the month.
- Co-ordination of the nursing rota(s) and forward planning of rota(s), leave entitlement/attendance.
- Liaise with permanent staff, bank office staff and relevant agencies acting as the main contact point for rota-related issues and enquires, using initiative to deal with these enquiries.
- Ensure the staffing level is monitored daily.
- Work closely with the Neonatal Senior nursing team and Medical lead to amend the rota as per service needs.
- Produce regular staffing reports.
- Welcoming visitors to the Neonatal Unit.
- Alongside the Reception team, managing the diary for the NNU clinic.
- Ensure Annual Leave is completed in a timely manner.
Person specification
Education and qualifications
Essential criteria
- Educated to A level, NVQ Level 3 in Business and Administration or equivalent experience.
- English and Mathematics GCSE or equivalent
Desirable criteria
- Qualification in Management such as First Line Managers up to certificate level.
Experience
Essential criteria
- Proven experience of dealing with complex telephone calls
- Demonstrable experience of working in an administrative role in a busy office environment
- Communicating with members of the public
- Experience of working in a team
- Demonstrable experience of working within customer-driven service and working to strict targets
- Working in NHS or other similar health care environment.
- Experience of using a Patient Administration System
Desirable criteria
- Experience of working with clinicians
- Experience of working with a wide range of people
- Use of the E-Referral system
- Use of an Electronic Document Management (EDM) system
Skills and knowledge
Essential criteria
- Understanding of RTT and how it applies in a clinic environment
- Knowledge of Elective Access policy framework
- Able to demonstrate sensitivity and empathy, particularly in difficult situations.
- Competent working knowledge of windows based computer systems
- Ability to prioritise workload effectively and meet competing demands
- Willing to learn new systems.
- Able to explain procedures and policy to other staff
- Knowledge of filing systems and ability to file accurately and pay attention to detail
- Excellent communication skills both written and verbal
Desirable criteria
- Familiarity with Trust’s PAS and other electronic patient administration and documentation systems
- Knowledge of filing systems and ability to file accurately and pay attention to detail
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Rebecca Davies
- Job title
- Matron Neonatal Services
- Email address
- [email protected]
- Telephone number
- 07800580491
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