Administrative Assistant

5 months ago

London, United Kingdom Central and North West London NHS Foundation Trust Full time

CNWL is seeking to recruit a suitably experienced and professional Clinic Administrator to join our team at Alexandra Avenue Health and Social Care Centre, located in Harrow.

Clinic 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. Clinic Administrators are expected to be kind and responsive but professional and informative and contribute to the quality of the services we provide by:
The Clinic 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 Clinic 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.

Central and North West London NHS Trust is committed to providing safe, effective services and providing patients and families with a positive experience.
- To support the activities of the clinical teams by undertaking a wide range of administrative tasks including but not limited to:

- Making/following up clinic or individual appointments using Systmone /phone calls/
- Entering clinical and non-clinical data onto SystmOne/other data bases
- Working on data quality tasks such as ethnicity and first language status
- To arrange appointments for staff members undertaking medicals and health reviews, health promotion sessions
- Sending out the appropriate appointment’s letters/documentation to patients.
- Providing reception cover at Alexandra Avenue Clinic
- 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.
- 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.
- To cover the duties of other administration staff during their absence.3

Band 3 Administrative Assistant Harrow Child Health Team OCT 22 JD&PS
- 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 T

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