Job summary
- Main area
- Admin and Clerical
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 333-J-KC-0865
- Employer
- Central and North West London NHS Foundation Trust
- Employer type
- NHS
- Site
- St Charles Hospital and 15 Gertrude Street
- Town
- Kensington and Chelsea
- Salary
- £31,944 - £34,937 pa inc HCAS
- Salary period
- Yearly
- Closing
- 27/05/2025 23:59
Employer heading
Senior Administrator
NHS AfC: Band 4
Job overview
The post holder will join the large and busy CLW talking therapies admin team. The CLW talking therapies admin team is the first point of contact for CLW service users and visitors, and provides administrative support to enable the smooth functioning of the service. The role is site based and the post holder will be responsible for providing administrative support for the service. You will provide specialised administrative and clerical support to assist Band 3 administrative staff in their duties. You will also be responsible for assisting the service support manager to ensure that sites are well maintained with systems in place to ensure their smooth running (including procurement, health and safety checks etc.). You will assist the Operational Service Support Manager in their role as required.
Main duties of the job
1. To assist the service support manager to ensure sites run smoothly – that equipment is well maintained, health and safety requirements met, supplies ordered when required, goods received, issues reported in a timely manner and escalated when required.
2. To manage the team email account, including responding to enquiries by email, ensuring incoming emails are passed to the appropriate recipient in a timely manner, alerting managers to any urgent issues and maintaining a tidy and organised inbox.
3. To ensure letters are printed and sent on a daily basis and post received is passed on to the relevant person in a timely manner.
4. To ensure SARS (requests for access to medical records) are responded to in a timely manner and Trust protocols followed.
5. To assist the Admin Lead and Service Support Manager in ensuring that data quality is maintained in the service and accurate reports produced to help improve the quality of the service.
6. To assist the Admin Lead and Service Support Manager to ensure all systems supporting the service are in place and function well (including room booking systems, routine audits, health and safety checks etc.)
7. To manage interpreter bookings for the service.
8. Communicate effectively by competent use of email, telephone, written and face-face communication
Working for our organisation
The post is based in Kensington and Chelsea and the Queens Park and Paddington area of Westminster. The main base for the post is at St Charles Centre for Health and Wellbeing near Ladbroke Grove, with a secondary base in Chelsea at Gertrude Street. The postholder will be required to work across both sites and in other parts of the catchment area and/ or wider service, as necessary. The postholder will also be expected to participate in extended hours early and late clinics offered by the service from 8 am to 8 pm. This role is site based.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Detailed job description and main responsibilities
1. To ensure that priority patients are offered appointments in a timely manner.
2. To provide specialist admin support to assist band 3 staff with any complexities and difficulties in their work.
3. The supervise band 3 administrative staff if required for your career development needs.
4. To provide reception cover on site and assist with any other admin tasks as required or requested by Management.
5. To answer the telephone in a friendly and efficient manner and manage enquiries appropriately.
6. To register all referrals to the service in a timely manner.
7. The post holder will be required to use IAPTUS and SystemOne for data entry case note tracking, patient enquiries, and patient appointments for the services.
8. The post holder may be required to work in other areas of the department at short notice to cover unplanned sickness or annual leave on other departments.
9. The post holder will exercise judgement and tact when dealing with queries from staff, patients, carers and external contacts and when dealing with enquiries in relation to making appointments with the patient.
10. Contribute to a culture of open and honest communication.
Person specification
Experience
Essential criteria
- Dealing with the public
- Ability to work as part of a team as well as on own initiative
- Previous knowledge of patient administration systems Knowledge of Hospital Waiting List Systems
- Understanding of issues relating to the NHS
Desirable criteria
- Previous NHS
- Administration experience
- Experience of working in a diverse community setting
Education/Qualification
Essential criteria
- Relevant Computer courses
- Relevant NVQ Level 3 education/ equivalent experience
- All staff are expected to take responsibility for their own continual personal and professional development
Desirable criteria
- Relevant Degree
Skills and Knowledge
Essential criteria
- Good level of English language demonstrated through effective written and verbal skills
- Computer keyboard skills
- Experience in using Microsoft computer packages e.g. Word, Excel
- Methodical and numerate
- Friendly and efficient telephone manner
- Ability to work unsupervised
- Flexible approach to work
- Ability to concentrate on complex tasks (including transcribing clinical tapes or typing complicated documents) in a busy and sometimes noisy office with frequent interruptions without the quality of work being affected.
- Excellent interpersonal skills and ability to communicate effectively with people internal and external to the organisation with the ability to get things done in cooperation with others and as part of a support team.
- Strong customer care skills including experience dealing with people who may be upset and angry (both face - to face and on the telephone)
- Able to deal with stress in a calm and appropriate manner
Desirable criteria
- IAPTUS and SystemOne Training
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Badlur Rahman
- Job title
- Operational Business Manager
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