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Beds & Luton Children’s Team Administrator

4 months ago

Luton, United Kingdom Cambridgeshire Community Services NHS Trust Full time

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.

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.

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.

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

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, visi