Children's Care Administrator

1 day ago

Accrington, Lancashire, United Kingdom East Lancashire Hospitals NHS Trust Full time
Job Overview

We are seeking an experienced and organized Administrator to join our Children in Care Team. This is a full-time position for a fixed term period of 12 months to cover maternity leave.

The Children in Care Team is part of our Community Neurodevelopmental Paediatric (CNP) Directorate as part of the Family Care Division. The post is based at Holly House, Acorn Health Centre in Accrington.

Main Duties of the Job

The post holder will work alongside the Community Neurodevelopmental Service (CNP) and partner agencies across East Lancashire and Blackburn with Darwen to provide a comprehensive administrative service.

This will include arranging appointments, distributing and completing paperwork within statutory timescales. It will also include the coordination of the completion and distribution of requests for Statutory Health Assessments for Special Educational Needs and Initial Health Assessments.

The post holder will also support with the holistic assessment of Autism Spectrum Disorder for children and young people 0-18 through the management of referrals, sending out of invites and distribution of the required paperwork, coordination of the assessment meetings within the CNP Team and other multi-disciplinary agencies to ensure effective services are provided.

Working for Our Organisation

We provide Community and Neurodevelopmental services for children and young people across Blackburn with Darwen and East Lancashire (Hyndburn, Ribble Valley, Burnley, Pendle and Rossendale).

The service is delivered via an Integrated Clinical Team, Multidisciplinary Model with Medical Consultants, Allied Health Professionals (Clinical Psychology, Speech and Language Therapy, Physiotherapy) and Specialist Practitioners.

Detailed Job Description and Main Responsibilities
  • Manage and prioritize enquiries and queries from various client groups, both face-to-face and via the telephone, email and written correspondence
  • Open and prioritize general correspondence, post and email, ensuring that urgent matters are raised with the appropriate professional. Distribute all mail to relevant staff
  • Retrieve and prioritize correspondence received by email or mail (which is often of a highly sensitive and confidential nature) to ensure that urgent correspondence receives prompt attention.
  • Monitor CNP email systems (for example ASD pathway, SCDP email systems ADHD referrals) and handle requests, coordinate the receipt and distribution of requests for various referrals & reports within our service ensuring time frames are met and breaches are accurately recorded and escalated.
  • Ensure that data is updated in a timely manner on the relevant recording systems to ensure waiting lists are maintained for children awaiting diagnostic assessment (for example referral and attendance at appointments for ASD assessment, IHA appointments, QB testing and SCD panel) to ensure current and accurate information is available for reporting
  • Transcription of handwritten or email reports/correspondence, using word processing packages, for the CNP team; within a given timescale, which will include collating reports for referrals, reviews, assessments, clinics and other relevant correspondence.
  • Book appointments and rooms for health assessments and diagnostic assessments liaising with relevant Consultants and Practitioners as required to ensure timescales are met. Utilising Winscribe to send out relevant invites to child and family, parent/carer, social worker and relevant health professionals as required.
  • Collection and distribution of completed paperwork to the relevant person in a timely manner as required.
  • Receive, manage and prioritize telephone and personal enquiries, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of consultants and the clinical team. At all times be helpful, patient and sensitive with parents, carers and relations of the children
  • Deal with enquiries which may be of a sensitive nature, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquiries, ensure that relevant guidelines or protocols are followed.
  • Prepare and circulate agenda including any relevant reports or information for regular meetings. Take and produce and distribute minutes and any attachments as required.
  • Manage the availability of medical records utilising tracking systems and the filing of documentation. Ensure all reports are seen and signed by Clinician prior to filing in case-notes.
  • Establish and maintain efficient office systems, including filing systems and maintain a booking out and/or booking in system for case-notes.
  • Maintain confidentiality at all times, ensuring that information is only divulged to authorized sources and by appropriate means.
  • Input data into Excel and patient administration system

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