Administrator

at  Central and North West London NHS Foundation Trust

CNWL is seeking to recruit a suitably experienced and professional Administrator to join our team at Alexandra Avenue Health and Social Care Centre, located in Harrow.
We welcome applications for full time 37.5 hours per week.
Administrators work closely with people who use our services, their families, friends and carers and play an important contribution in how people experience our services. Administrators are expected to be kind and responsive but professional and informative and contribute to the quality of the services we provide by:
The Administrator post is required to work as part of a team to provide comprehensive clerical and administrative support to the clinical services within Harrow Children’s Services. The role is responsible for the day to day smooth running of the onsite services, dealing with the general public and staff, reception and telephone work, office administration, correspondence, computer data input, scanning and assisting HCP’s.
To work in an administrative team and to provide a comprehensive, high quality administrative and information support to Harrow Children’s services based at Alexandra Health and Social Care Centre.
To have responsibility for data entry and maintenance of the database systems
To liaise with clinical administrative staff both within and outside the department
To contact with patients and other relevant external agencies
To provide administration support and cover for other members of the administrative team and to the other services within Children’s Services when required.
Harrow Children’s Services is the local NHS Provider of children’s community health services in Harrow and is part of the Community Services Division of Central and North West London NHS Foundation Trust.
The Administrator role is pivotal in ensuring the smooth running of all children’s services at the Centre. You will support the Administration Team Lead in delivering a first-class service to both patients and staff. The role includes reception duties, office administration, data entry, photocopying, printing and ordering supplies, along with supporting our Health Care Professionals to support Service Delivery. You will be working within a busy team and will be required to have a conscientious, caring and enthusiastic approach in your role. A high standard of IT skills, numeracy and organisational skills are required.

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.

• To support the activities of the clinical teams by undertaking a wide range of administrative tasks including but not limited to:

o Making/following up clinic or individual appointments using Systmone /phone calls/
o Entering clinical (i.e. reports, letters) and non-clinical data onto SystmOne/ other data bases
o Working on data quality tasks such as ethnicity and first language status
o To arrange appointments for staff members undertaking medicals and health reviews, health promotion sessions

o Sending out the appropriate appointment’s letters/documentation to patients.

• Providing reception cover at Alexandra Avenue Clinic for all CNWL staff .
• To deal with telephone enquiries in an informed and sympathetic manner, taking and passing on messages promptly and acting where necessary.
• Ensure that activity data is entered accurately and within the agreed timescales.
• To take stationery and equipment inventories where necessary and order goods for colleagues using the E-Procurement system.
• To support the team manager / Clinic Supervisor in ensuring the safety and security of the clinic environment including monitoring of equipment and arranging repairs to the building and equipment as needed.
• To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
• To collect, distribute and scan (where appropriate) all internal and external mail on a daily basis including scanning and uploading documents to SystmOne/ other data bases.
• Monitoring the generic email inbox and taking appropriate action
• Processing multidisciplinary referrals through management of shared inboxes and on SystmOne,
• Send out rejection letters (tasks) as directed by the clinicians from Systmone

Processing urgent and / or complex documents on Dictate IT or other similar dictation software where required as part of Community Paediatric pathway.

• To cover the duties of other administration staff during their absence.
• To be familiar with and to work within CNWL policies related to the function of Harrow’s Children Services and your responsibilities as an employee.
• To assist in the induction of new members of the Administration team supporting the Senior Administrator and Team leader wherever possible.
• To adhere to Health and Safety at Work regulations relevant to the role, particularly including working with VDU equipment, which is used for the majority of the shift.
• To ensure that all information is managed and protected within the Trusts Records Management policy and other policies that relate to the role.
• To liaise with Line Manager to identify own education and development needs. Once identified, to be jointly responsible for own development.
• To undertake all mandatory and supplementary training in line with trust policies.
• To ensure that patient confidentiality is maintained and confidentiality with regard to the business of the services at all times
• The role entails work of both a routine and unpredictable nature requiring conscientious/flexible approach
• The post holder is required to act independently and use initiative to work to deadlines, make decisions and deal with constant interruptions
• Ability to deal with situations which may cause anxiety due to the nature of the department
• To act as a Nominated Officer of Fire (NOF) within the building.
• To undertake any other tasks as required commensurate with grade when required.

Please refer the Job description for details