Senior Administrator-Paediatric Therapy Services

OverviewThis job is with Harrow Children's Services administration team. We seek an experienced Administrator with attention to detail, strong communication skills and a willingness to learn. The successful applicant will support clinicians and therapy staff, monitor and support therapy pathways, and manage administrative duties with good time management, self-motivation and a customer-focused approach. Knowledge of SystmOne and the e-Referral Service, and proficiency in Microsoft Office (Excel, Word, Outlook) are advantageous.This is a permanent position within the service for 30 hours per week, Monday to Friday with some flexibility on work days/hours.Harrow Child Health Services provide medical and therapy support to children and young people aged 0–19 years in the London borough of Harrow. The successful applicant will join a friendly, forward-thinking team and will need to demonstrate resilience, identify improvement areas, meet deadlines and manage conflicting priorities. There is a well-established support, supervision and appraisal system to enable development planning.As an NHS Trust we strongly encourage vaccination as this remains the best way to protect yourself, your family, your colleagues and patients when working in healthcare settings.About usHarrow Child Health Services provide medical and therapy support to children and young people 0–19 years in the London Borough of Harrow.Main duties of the jobProvide administration support to the Harrow Children's Services administration team, with particular responsibility for Paediatric Therapy Administration (Speech and Language Therapy, Occupational Therapy and Physiotherapy).Act as the point of contact for paediatric therapy staff, organise EHCP requests and support day-to-day therapy activities.Contribute to development and maintenance of Standard Operating Procedures for the services under the post holder’s responsibility.Line manage named administrative staff, including supervision, task delegation, appraisals and first-line management of disciplinary or grievance issues.Coordinate multidisciplinary clinics and meetings, maintain spreadsheets, team diaries, appointments, cancellations and room bookings.Monitor waiting times and rebook patients to meet targets and clinical urgency, escalating as required.Process and analyse urgent and non-urgent data requests from clinicians and senior managers; manage referrals via shared inboxes and SystmOne; prepare paperwork for panels such as the Single Point of Referral Panel.Process urgent or complex referrals (including Child Protection medicals pathway) as necessary; assist with information-gathering for SPOR or EHCP with clinician support.Process documents using Dictate IT or other dictation software; coordinate multidisciplinary meetings; encourage attendance at workshops and parent programmes by contacting families.Manage SystmOne tasks (e.g., waiting lists, templates, editable letters); ensure pathway data is up to date and accurate; collate and validate patient pathway data with Clinicians.Ensure patient identifiable information is stored securely; maintain high standards of written and verbal communication with internal and external stakeholders.Support incident reporting and feedback (Datix) and act as a Nominated Officer of Fire (NOF) within the building; cover duties of admin manager and other administration staff as required.Uphold patient confidentiality and handle sensitive information professionally; undertake other duties commensurate with grade and status.Job responsibilities (additional details)Additional responsibilities mirror the main duties and include duties such as supervising and supporting therapy pathways, preparing reports, and supporting audits as required.Person SpecificationEducation/QualificationsEssentialEducated to GCSE standard (A–C) including English Language and MathsDesirableNVQ3 in customer service, office administration or relevant subject; BTEC Level 3 or equivalentSkills and KnowledgeEssentialAdvanced IT/keyboard skills (Word, Outlook, PowerPoint, Excel) and audio typingExperience of working with Systm1Extensive administrative experienceKnowledge of safeguarding children and understanding of Therapy servicesExperience working with and supporting a multidisciplinary teamDesirableExperience of working with children and young peopleKnowledge of SEN and EHCPsUse of Dictate ITSkills and abilitiesEssentialEffective interpersonal, organisational and communication skillsAbility to work as part of a team and delegate tasks; manage own workload and supervise othersReliability, flexibility and ability to adapt to changing service needsDiplomatic, caring attitude with maintained confidentialityDesirableWillingness to undertake further training as requiredOtherEssentialCommitment to diversity and equality policiesAbility to identify learning needs and contribute to own developmentDisclosure and sponsorshipThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require submission to the Disclosure and Barring Service (DBS) to check for previous convictions. Applications from job seekers who require Skilled Worker sponsorship to work in the UK will be considered alongside all other applications. For further information visit the relevant government guidance. Since 2017, skilled worker applicants must provide a criminal record certificate from each country in which they have resided for 12 months or more in the past 10 years. Adult dependants (over 18) are subject to this requirement.Employer detailsEmployer: Central and North West London NHS Foundation TrustAddress: Alexandra Avenue Health and Social Care Centre, 275 Alexandra Ave, Harrow, HA2 9DX #J-18808-Ljbffr