Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 270-TG251-ACS
- Employer
- Northamptonshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- St Mary Hospital
- Town
- Kettering
- Salary
- £24,937 - £26,598 pa pro rata
- Salary period
- Yearly
- Closing
- 15/08/2025 08:00
Employer heading
Community Paediatrics Team Secretary
Band 3
Job overview
The role involves administration duties for the Looked After Children (LAC) and Adoption process with the Service, this will involve taking/making telephone calls to Service Users and families, organising appointments, processing clinical letters, responding to queries and facilitating meetings. The role also encompasses; registering of new referrals into the service and monitoring of referral to treatment time (RTT) breaches along with other general administrative responsibilities.
The Community Paediatrics team is a busy team; this is a challenging but a very rewarding role.
Main duties of the job
The role involves administration duties for the Looked After Children (LAC) and Adoption process with the Service, this will involve taking/making telephone calls to Service Users and families, organising appointments, processing clinical letters, responding to queries and facilitating meetings. The role also encompasses; registering of new referrals into the service and monitoring of referral to treatment time (RTT) breaches along with other general administrative responsibilities.
The Community Paediatrics team is a busy team; this is a challenging but a very rewarding role.
Working for our organisation
NHFT is an integrated primary care and mental health Trust, providing physical, mental health and specialty services in both hospital settings and out in the community. Because we put the person at the centre of all we do, we focus on delivering care that is as easy to access as possible. This means many of our services can be provided at home, work or in schools. We also provide health services to various prisons and detention centres in Bedfordshire and Cambridgeshire.
NHFT promotes a culture of learning to improve the care and safety of our patients and staff, which focuses on people who enable our Trust to be ‘outstanding’ by supporting opportunity, innovation, development and growth.
Detailed job description and main responsibilities
1. To effectively manage self, workload and responsibilities for LAC, Adoption & RTT processes.
2. To register all new referrals on the system (SystmOne)
3. Dealing with all telephone queries and directing as appropriate.
4. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.
5. Provide comprehensive administrative support to the wider team and Team Lead.
6. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.
7. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.
8. Tasks involving children’s records; scanning, archiving, emails, appointment booking and checking clinical letters.
9. Provide support to other members of administrative staff in cases of sickness or leave.
1. To effectively manage self, workload and responsibilities for LAC, Adoption & RTT processes.
2. To register all new referrals on the system (SystmOne)
3. Dealing with all telephone queries and directing as appropriate.
4. To ensure that a high level of patient care is demonstrated at all times and that the privacy and dignity if all families and young people is respected.
5. Provide comprehensive administrative support to the wider team and Team Lead.
6. Daily organisation of the office including opening post, distributing appropriately and proactively and delegating duties.
7. Record queries from face to face/post/email/phone contact and be responsible for passing on to the most appropriate person if beyond own control.
8. Tasks involving children’s records; scanning, archiving, emails, appointment booking and checking clinical letters.
9. Provide support to other members of administrative staff in cases of sickness or leave.
10. Given the vulnerability of the client group and the amount of client contact, any safeguarding concerns to be immediately raised with Team lead or lead clinician.
11. Ensure accurate and timely input of data across all systems.
12. To offer training and support for administrative staff in the service including bank admin staff, and for clinical staff on systems and data entry.
13. Adhoc Reception cover via Rota system.
14. Any other duties in line an appropriate to this role, as requested by the Team Lead.
Person specification
Qualifications
Essential criteria
- Maths and English GCSE grade 4 or above
- NVQ or similiar in Administration
Desirable criteria
- NVQ or similiar Customer Service
Experience
Essential criteria
- Working in an office environment
- Working within Childrens Services or similar setting
Desirable criteria
- NHS experience
- Working as part of a team
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Karen Campbell
- Job title
- Operational Support Officer
- Email address
- [email protected]
- Telephone number
- 0782 5865819
- Additional information
Deirdre Heath - Service Manager
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