Beds & Luton Children’s Team Administrator

at  Cambridgeshire Community Services NHS Trust

The role of the Beds & Luton Children’s Administrator is to provide administrative support and act as the first point of contact for all electronic communication/information/advice and signposting for the Bedfordshire & Luton Children and Young People’s Community Services and so ensure that every service user is able to speak to the right person in the right place at the right time.
The role also supports a central administration service, performing a range of central administrative duties including the daily management of emails, telephone, outgoing calls to service users, scanning, booking appointments, post.
Please note, It is expected of you to commute between the Bedford sites (Woburn Court, Children’s Development Centre) and Luton sites (Edwin Lobo) to support the service.
A practical test will be given at the interview stage.
Also please note that should we receive a high number of applications, we reserve the right to close the advert earlier than advertised.
Receiving and dealing with calls, emails, correspondence, referrals, booking appointments and other contacts from service users and professionals and handling these as required, in order to coordinate care according to agreed protocols and pathways.
Completing other routine administration tasks such as scanning, photocopying, maintaining efficient electronic and manual filing systems, assist with the receipt and distribution of post/messages/franking (by phone/written) etc.
Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed processes and identifying when situations need to be dealt with urgently and action appropriately, to escalate as necessary
Ensuring that follow up actions from calls, emails, correspondence, and other contacts are progressed efficiently and effectively.
Completing administration tasks on SystmOne
Booking interpreters as requested by clinicians and following up bookings as required
Supporting administrative elements related to safeguarding in line with agreed standard operating procedures
Running of relevant SystmOne clinical reports and sending of SMS. To undertake, along with colleagues the completion of monitoring reports/audits on a monthly basis or as required
Recording details of all contacts with calls received using SystmOne
Support the management of S1 ledgers/spreadsheets to maximise effective time management for service.
Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There’s one reason why our services are outstanding – and that’s our amazing staff - who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Receiving and dealing with calls, emails, correspondence, referrals, booking appointments and other contacts from service users and professionals and handling these as required, in order to coordinate care according to agreed protocols and pathways.
Completing other routine administration tasks such as scanning, photocopying, maintaining efficient electronic and manual filing systems, assist with the receipt and distribution of post/messages/franking (by phone/written) etc.
Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed processes and identifying when situations need to be dealt with urgently and action appropriately, to escalate as necessary
Ensuring that follow up actions from calls, emails, correspondence and other contacts are progressed efficiently and effectively.
Completing administration tasks on SystmOne
Booking interpreters as requested by clinicians and following up bookings as required
Supporting administrative elements related to safeguarding in line with agreed standard operating procedures
Running of relevant SystmOne clinical reports and sending of SMS. To undertake, along with colleagues the completion of monitoring reports/audits on a monthly basis or as required
Recording details of all contacts with calls received using SystmOne
Support the management of S1 ledgers/spreadsheets to maximise effective time management for services
Providing a high standard of communication and customer service to callers
Handle a high volume of calls ensuring high standards are upheld at all times
Advise Team Leader of any problems and take appropriate action as required
Plan and organise straightforward activities relating to role
Produce/circulate/scan clinical and non-clinical correspondence/clinic letters, initial/discharge/EHCP reports utilising agreed templates as tasked.
To undertake and support the administrative processes associated with the booking of outpatient clinics via SystmOne across services
Undertake routine tasks as requested and support other Team members to undertake their full range of administrative activities
To monitor caseload spreadsheets, referral numbers and patterns
To prepare and organise information and accommodation for presentations and meetings
Patient and Public Engagement
To contribute to ensuring that CCS’ responsibilities to engage and consult with patients and the public are met in line with statutory requirements
Budgetary Responsibility
Orders stationery, maintains stock control
Human Resources
Maintaining own professional development and requirement to take part in appraisal and KSF process
Acting as a super user for SystmOne and for administrative processes and providing assistance and informal training to clinical staff on these processes
Demonstrating own work practices to administrative staff new to the service
To support projects relating to service redesign
To attend relevant training and development in order to further develop skills
Clinical and Practice Governance
Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act
Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies
The post holder must adhere to the Trust risk assessment and risk management processes
The post holder must adhere to infection control policies and procedures
Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust
The post holder must participate in clinical and other audits as required
Provide patients and their families /carers with information on standards they should expect from the team
The post holder is required to participate in relevant emergency preparedness process for their team
To collect and provide research data as required
General
The post holder must at all times carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities Policy.
To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff.
All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.
This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust

Please refer the Job description for details