Senior Team Administrator Harrow Children Looked After Service

at  Central and North West London NHS Foundation Trust

The Harrow Children Looked-after Health Team ensures that all those involved in the care of looked-after children in Harrow are aware of and address relevant health issues.
The team also provides a service to children who live in Harrow and who are looked after by another local authority.
The post holder will be responsible for providing efficient and high-quality oversight of administration processes, secretarial and information support to the Harrow Children Looked After Service based at Westmead Clinic. The post holder will play an integral role as part of the team in order to maintain smooth running and operation of the service and facilities, essential to the running of the service.

To be willing and able to undertake the duties of a Team Administrator to support the clinical staff within the Children Looked After team to provide a safe and effective service, able to carry out the following duties:

• Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
• Demonstrate excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally.
• To provide and receive complex and sensitive information using tact and diplomacy.
• To have a comprehensive understanding of computer software such as MS Office and SystmOne.
• Processing and analysing urgent and non-urgent data requests from clinicians and senior managers and making sure all administration processes for each referral are adhered to with speed and fluency.

We work in partnership with all who use our services to improve health and wellbeing. Together we look at ways of improving an individual’s quality of life, through high quality healthcare and personal support.

Our values

• Compassion : Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.
• Respect : We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.
• Empowerment : We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adopt recovery principles. We will ensure our staff receive appropriate direction and support, to enable them to develop and grow.
• Partnership : We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.

Our strategic objectives
Our vision and values are underpinned by our strategic objectives:
High quality care and best outcomes for patients
Provide high quality care to people who use our services, and to their carers. These services to be safe, caring, effective, responsive and well-led when benchmarked nationally.

JOB SUMMARY

The post holder will be responsible for providing efficient and high-quality oversight of administration processes, secretarial and information support to the Harrow Children Looked After Service based at Westmead Clinic. The post holder will play an integral role as part of the team in order to maintain smooth running and operation of the service and facilities, essential to the running of the service.
The postholder will have strong administrative skills and will be able to evaluate and prioritise work in a busy clinical and office environment and respond quickly to daily changes in duties or service requirements.
The post holder will have excellent interpersonal skills and have the ability to communicate effectively with service users, carers, health professionals and team members, in particular Child protection and Looked after teams. Ensuring that an efficient, high standard of communication is carried out at all times.
In addition, the post holder must possess good IT skills and be able to analyse and interpret data. They will be required to help maintain clinical database systems, and assist with clinical audits and information monitoring.
The post holder will provide administration support for Harrow Children Looked After services and may be required to cover other CLA administrators within Harrow and Hillingdon during leave periods or to meet service requirements.
This role operates in a fast-paced, dynamic environment that requires adaptability, multitasking, and the ability to manage competing priorities effectively. It will also involve a high level of discretion and confidentiality as the post holder will come into contact with some sensitive patient information.

MAIN DUTIES AND RESPONSIBILITIES

To be willing and able to undertake the duties of a Team Administrator to support the clinical staff within the Children Looked After team to provide a safe and effective service, able to carry out the following duties:

• Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
• Demonstrate excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally.
• To provide and receive complex and sensitive information using tact and diplomacy.
• To have a comprehensive understanding of computer software such as MS Office and SystmOne.
• Processing and analysing urgent and non-urgent data requests from clinicians and senior managers and making sure all administration processes for each referral are adhered to with speed and fluency.
• Processing multidisciplinary referrals through management of shared inboxes and on SystmOne and completing Excel spreadsheets, including preparation of appropriate paperwork for meetings /panels/appointments. Processing other urgent or complex CLA referrals,
• Supporting with routine, urgent or complex information-gathering for areas of the service where this is required such as adoption reports and utilising supervisory support from a clinician as appropriate
• Performing complex SystmOne tasks – for example the management of waiting lists, and the creation of new SystmOne templates and editable letters
• Being responsible for ensuring that data on pathways is up to date and has been completed correctly.
• To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.
• Maintain service line databases for record keeping, ensuring accurate reporting.
• Complete regular archiving of patient notes in line with trust policies and procedures.
• Undertake word processing tasks such as letters and memos, reports, notices, and emails, including from dictation software.
• To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
• To have the ability to use E-procurement system and raise any queries/issues when necessary. To support procurement processes for the service line, including ordering, liaison, receipting and invoice processing.
• Coordination of multidisciplinary meetings including maintenance of spreadsheets, team diaries, health assessment appointments, cancellations and room bookings as appropriate
• To be familiar with and to work within CNWL policies related to the function of administration and your responsibilities as an employee.
• To be able to meet deadlines and to manage time effectively
• To be able to work on own initiative and undertake work which does not require checking as a matter of routine
• Regularly review administration processes, procedures and office systems to ensure effectiveness and efficiency.
• Be forthcoming with ideas, changes or new initiatives for improvements to policy, guidance, departmental procedures, systems and ways of working for improvement in service quality and delivery.
• Providing input into the development and maintenance of Standard Operating procedures for the services for which the postholder holds the primary responsibility
• To assist clinical staff in ensuring key performance indicators are met by ensuring that robust processes are in place and to escalate to the Named Nurse or Service Manager if this is not possible.
• The post holder will meet regularly if required with the Clinicians to collate and validate the status of patient pathway data.
• To engage with and undertake regular supervision and appraisals.
• To undertake all mandatory and supplementary training in line with policies.
• To undertake Nominated Officer of Fire (NOF) training and ensure all procedures are followed as per the Trust Policy.
• To undertake First Aid training as required by Line Manager
• Collating and analysing data from annual audits and surveys.
• Incident reporting and feedback including support for inputting Datix’s.
• 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 undertake any other duties commensurate with grade and status.
• Demonstrate knowledge and understanding of safeguarding children and young people and what it means to be a looked after child or young person, or care leaver
• Know what it means for health professionals and their role in working together with other professionals to meet the needs of vulnerable children and young people (including those unaccompanied seeking refuge)
• Recognise the indicators of possible harm and seeking advice from appropriate personnel if they have concerns that a young person may be at risk.

To be willing and able to undertake the duties of a Team Administrator to support the clinical staff within the Children Looked After team to provide a safe and effective service, able to carry out the following duties:

• Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
• Demonstrate excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally.
• To provide and receive complex and sensitive information using tact and diplomacy.
• To have a comprehensive understanding of computer software such as MS Office and SystmOne.
• Processing and analysing urgent and non-urgent data requests from clinicians and senior managers and making sure all administration processes for each referral are adhered to with speed and fluency