Children Services Administration Team Leader

3 weeks ago

Hounslow, United Kingdom Hounslow and Richmond Community Healthcare NHS Trust Full time

This post offers an excellent opportunity to develop skills and experience within specialist children’s services, you will play a key role in the day-to-day administration to support the Hounslow Community Children's Services. You will be responsible for providing clerical and administrative support to our clinicians and will be expected to work System One our electronic clinical records system.

We are committed to diversity in the workplace, equality of employment and the promotion of flexible working. All disabled applicants who meet the minimum criteria for the job will be invited to interview.

The post holder will provide a comprehensive support service to the Children’s Services Business Manager, carrying out general administration duties and in support of the children's clinical services across HRCH including data inputting to ensure the smooth running of service delivery.

Whilst the ability to work effectively as part of a team is important, they must also be capable of working independently.

Hounslow and Richmond Community Healthcare NHS Trust (HRCH) provide a wide range of healthcare services for the population of London Borough of Richmond upon Thames and the London Borough of Hounslow.

The Clinical Services Directorates have a wide range of responsibilities to manage, including coordinating and delivering community primary care services on behalf of the Trust. A wide range of these healthcare services are delivered by staff in the community, who include medical staff, paediatric therapists, therapy assistants, health visitors, specialist nurses, nurses, nursery nurses, paediatric phlebotomist and healthcare support workers with the support of administrative staff working in localities with GPs, other health professionals, early years, education, and social care professionals.

The digitization of health services is underway with a requirement to become paper-light by 2023 through improving the use of digital tools and adopting mobile and agile working practices and increasing the efficiency and effectiveness of clinical delivery.

Answer telephone calls into the Team office directing calls to appropriate extensions, dealing with telephone enquiries, and recording messages when required.

Ensure that patient demographic details are up to date and accurate.

Review and update clinic information as required for the benefit of the public and staff.

Liaise with health professionals to develop effective mechanisms in managing the appointment system.

Provide a comprehensive clerical support to all professionals based in the department in line with administrative procedures.

To data input all referrals to the Service onto the System One, clinical records system.

Sort and re-direct incoming post and sort outgoing post daily.

Carry out photocopying duties for clinicians.

Ensure the smooth organisation of clinic sessions ensuring doctors have all relevant equipment for consultations.

Follow record keeping guidelines

Maintain the system for ordering stationery for the clinic/department, using procedures already in place and adding to them as appropriate to enhance the service.

Order and monitor the replenishment of stock levels.

Receive, unpack, check and store all stock, non-stock requisitions and items of office furniture, stationery etc that are received into the department.

To act as the contact and liaison point for maintenance requests to the Estates Department and outside contract services.

To communicate with therapy staff and other professionals to ensure all clinic display notice boards are renewed and kept up to date.

To assist in ensuring that Health & Safety policies and procedures are followed within the clinic/department setting.

To assist in keeping the unit tidy at the end of each day

To participate in training and development as required and to ensure that resources are used to full potential.

To work alongside and support the Admin Team Manager to help implement new systems and procedures within the department.

To book appointments for patients on System One and maintain system that allows clear identification of follow up appointments and referrals.

Book statutory assessments ensuring clinical time is available for emergency appointments which involves being able to judge which are appropriate and advise referrer accordingly. E.g., SEND

To ensure that information is available for reporting on Key performance indicators.

**Please see the attached supporting document which contains more information about the role in the job description and person specification

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