Senior Administrator-Ealing Specialist Children's Services

at  Central and North West London NHS Foundation Trust

An exciting opportunity has arisen for an experienced Administrator to join Ealing Children’s Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.
The successful applicant will work with members of the administration team supporting clinicians -therapy staff, Paediatric Consultants, he /she will have responsibility for monitoring and supporting the admin pathway’s, he /she needs to have good time management skills, be self- motivated with a positive attitude. In addition to these skills all administrators need to be customer focused, have an excellent telephone manner and proven IT skills, knowledge of Systm 1 would be an advantage and have experience in using Microsoft programmes, such as Excel, Word and Outlook. .
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.
Previous applicants need not apply
The post holder will work as part of the Ealing Children’s Services administration team to provide a highly effective and competent level of administration support to the smooth running of Ealing’s Child Health Services.
He / She will co-ordinate the administrative functions of the Paediatric pathways on a day to day basis working closely with Therapy leads, Paediatric Consultants and broader clinical team to ensure effective administrative support.
The post holder will Supervise a small team of administrative staff. This includes managerial supervision, delegation of tasks and responsibility for appraisal.
This role will include the day to day management of Education Health and Care Plans database and communications to and from the Local Authority.
The post holder will be expected to assist in the organisation of the workloads and support audit and preparation of reports.
The post holder is responsible for managing their own workload with a flexible and adaptable approach to the job role in order to meet the changing service needs.
The post holder will have excellent interpersonal skills and have ability to communicate effectively and manage staff. In addition, the post holder must possess good IT skills and be able to analyse and interpret data.
An exciting opportunity has arisen for an experienced Administrator to join Ealing Children’s Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.
This is a permanent position within the service for 37.5 hours per week , Monday- Friday with some flexibility on work days/hours.
Ealing Children’s Services provide medical and therapy support to children and young people 0-19 years in the London borough of Ealing. The successful applicant will be joining a friendly, forward thinking team and will need to demonstrate resilience, identify areas for improvement, work to deadlines and use their initiative to manage conflicting priorities. There is a well established support , supervision and appraisal system in place which enables the successful candidate to enhance their personal development plan.

To support the local authority/Children Services with the administration for Education Health Care Plan (EHCP) requests

• To undertake any other duties commensurate with grade and status

• Taking on lead responsibility for the administration and delegation of tasks as appropriate

This will include being a staff contact point, organising EHCP requests for therapists, Paediatricians in addition to day to day work supporting a team

• Providing input into the development and maintenance of Standard Operating procedures for the services for which the post holder holds the primary responsibility.
• To supervise named administrative staff as required, ensuring that staff provide the best possible level of support to clinicians. This includes managerial supervision, delegation of tasks and responsibility for appraisal.
• Coordination of multidisciplinary clinics and meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate
• To be aware of the patients waiting times for allocated services by ensuring that patients are re-booked and seen both within waiting time targets and as necessary for clinical urgency, and to escalate to the Team Leader or Service Manager if this is not possible.
• Processing and analysing urgent and non-urgent data requests from clinicians and senior managers
• Processing multidisciplinary referrals through management of shared inboxes and on SystmOne, including preparation of appropriate paperwork for meetings /panels such as the Single Point of Referral Panel.
• Processing other urgent or complex referrals, including for the Child Protection medicals pathway as necessary.
• Supporting with routine, urgent or complex information-gathering for areas of the service where this is required
• Processing urgent and / or complex documents on Dict8 or other similar dictation software
• Coordinating multidisciplinary meetings.
• Encouraging take up of clinical offers from services – for example making phone calls to families to describe and encourage attendance at workshops and parent programmes
• Processing urgent and / or complex documents on Dict8 or similar
• Performing complex SystmOne tasks – for example the management of waiting lists, and the creation of new SystmOne templates and editable letters
• Responsibility for ensuring that data on pathways is up to date and has been completed correctly.
• The post holder will meet regularly if required with the Clinicians to collate and validate the status of patient pathway data.
• The post holder must ensure that all patient identifiable information is stored securely on the network drive.
• The post holder will have excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally
• Incident reporting and feedback including support for inputting Datix’s
• To contribute to covering the duties of the admin manager in their absence as required.
• To cover the duties of other administration staff and to perform less complex tasks across teams as required
• To demonstrate a commitment towards their own personal development
• To ensure that patient confidentiality is maintained and confidentiality with regard to the business of the services at all times
• The post-holder will have to receive, provide and process a wide variety of sensitive, contentious and highly confidential information, which should be processed professionally in line with the nature of the information in question

To support the local authority/Children Services with the administration for Education Health Care Plan (EHCP) requests

• To undertake any other duties commensurate with grade and status.