Service Administrator Children's Community Nursing Service STH

Band 4

Main area

Administrative and Clerical

Grade

Band 4

Contract

Fixed term: 12 months (Maternity Cover 12 months)

Hours

Part time hours per week (08:00-16:00 or 07:30-15:30 Wednesday to Friday)

Job ref

FM-SC-VCG

Site

Children's Community Nursing Service, Queen Mary's Hospital for Children, St.Helier Hospital

Town

Carshalton

Salary

£32,199 - £34,876 Pa incl HCAS Outer pro rata

Salary period

Yearly

Closing

01/01/2026 23:59

At Epsom and St Helier Hospitals, above all we value respect. We put respect at the heart of all we do, by living up to our shared behaviours of kindness, professionalism, positivity and teamwork. This enables us to provide great patient care and make ESTH a great place to work. When you sign up to work with us, you sign up to this and we welcome applicants who share our values.

Job overview

We are looking for an enthusiastic and hard working person to provide comprehensive administrative and clerical support to our Children's Community Nursing Service for a 1 year maternity cover period.

This is an exciting and challenging role in which you would have the opportunity to make a direct positive impact on the patient experience of children, young people, their families and carers.

Main duties of the job

Responsibility for ensuring:

• Work is customer focused, timely and of a high quality.
• All telephone contacts are managed with good communications skills, using initiative to respond to queries on behalf of the service.
• Liaison with other professionals on behalf of the service and acting as a consistent point of contact for effective communication.
• Maintenance and support effective diary management, applying staffing, appointments and meetings as required.
• Correspondence is dealt with, prioritising those requiring clinical decision-making via a nurse and sorting and storing as required.
• Provision of a high standard of word-processed emails/letters, documents and reports to meet service requirements.
• Photocopying, scanning, storing and distributing documents.
• All patients are registered, referrals applied, appointments are booked, coded appropriately and that attendance/non-attendance information is accurately recorded on all appropriate databases.
• Creation and maintenance of accurate databases to evidence service activity.
• Arrangement of meetings, room bookings, production of agenda documents and minute taking.
• Monitoring, ordering and maintenance of stock levels, ensuring rotation of stock. Requisition of stock and non-stock items via SBS and NHS Supply chain requesting purchase orders, processing invoices, receiving and receipting on delivery, unloading and storing.
• Support for senior nurses in Health Roster creation.
• Resources are efficiently and effectively used.

Working for our organisation

Welcome to Epsom and St Helier University Hospitals NHS Trust

Thank you for showing an interest in working with us at Epsom and St Helier – a family of more than 7,000 colleagues.

Above all we value respect. This means everyone at the Trust – whether a member of staff, a patient or their loved ones – can expect to be treated with respect, whatever their role or background. This ensures kind, positive, professional teamwork, delivering great care to every patient, every day.

By choosing to work here, you also choose to value and role model respect. This means having respect for the Trust and your roles and responsibilities, as well as colleagues, patients and anyone who interacts with the Trust.

Detailed job description and main responsibilities

1. MAIN DUTIES AND RESPONSIBILITIES OF THE POST:

Main duties

Responsibility for ensuring:

• Standards of work are maintained and local and Trust policies are adhered to.

• Work is customer focused, timely and of a high quality.

• All telephone contacts are managed with good communications skills, taking and relaying messages and using initiative to respond to queries on behalf of the service.

• Calls from distressed parents and carers are dealt with in an empathetic manner, using initiative to respond appropriately, escalating to a nurse when available.

• Liaison with other professionals on behalf of the service and acting as a consistent point of contact for effective communication; via telephone, email or letter.

• Maintenance and support effective diary management for the CCNS, applying staffing, appointments and meetings as required.

• Correspondence is dealt with, prioritising those requiring clinical decision-making via a nurse and sorting and storing as required.

• Provision of a high standard of word-processed letters, documents and reports to meet service requirements adhering to confidentiality and Trust record-keeping.

• Photocopying, scanning, storing and distributing documents as required, in line with Trust policy.

• Organisation of stored information using the Trust systems and local shared drive in a clear and consistent manner; ensuring compliance with the agreed record keeping systems of the Trust.

• All patients are registered, referrals applied, appointments are booked, coded as per CCNS calendar and that attendance/non-attendance information is accurately recorded on all appropriate databases.

• Use of the Trust tracking system for request of healthcare records by nursing staff is adheres to the Trust Medical Records Policy.

• Creation and maintenance of accurate databases of defined patient information in order to evidence service activity.

• Arrangement of meetings, room bookings, production of agenda documents and minute taking as requested.

• To arrange translation services, in liaison with nurses, as required. This may include foreign language and/or sign language translation. Ensure that such services are available for the booked patient visit/meeting.

• Monitoring, ordering and maintenance of stock levels of agreed items, ensuring rotation of stock. Requisition of stock and non-stock items via SBS and NHS Supply chain requesting purchase orders, processing invoices, receiving and receipting on delivery, unloading and storing. Seeking clinical decision making when items are out of stock.

• Support for senior nurses in Health Roster creation, in order for their subsequent management of Health Roster.

• Working with the CCNS to identify opportunities for service and office systems development and improvement, implementing changes as agreed.

• Identified risks are escalated to Senior/Lead Nurse and documented in a timely manner in accordance with Trust and local policy.

• Identified safeguarding issues are escalated to Senior/Lead Nurse/Safeguarding Team and documented in a timely manner in accordance with Trust and local policy.

• Informing the Service Lead/Nurse Leadership Team of any relevant untoward incidents/accidents, complete Datix and ensure that appropriate, corrective action and documentation takes place in accordance with Trust policy.

• Equipment is maintained in accordance with local and Trust policy. Defective equipment is reported, without delay, in accordance with Trust procedures.

• Resources are efficiently and effectively used.

Person specification
Qualifications
Essential criteria

• Educated to GCSE or equivalent level in Maths and English
• Relevant Level 3 or above qualification

Desirable criteria

• Business administration apprenticeship qualification or willingness to undertake

Experience and knowledge
Essential criteria

• Experience of administration work in a healthcare setting
• Good working knowledge of Windows based packages to set up documents and extract information
• Experience of using a full range of Patient administration systems
• Experience and utilisation of NHS Supply chain and SBS systems, and related finance responsibilities

Desirable criteria

• A minimum of one year's experience working in a similar role in hospital/health care setting
• Knowledge and experience of Health Roster

Skills
Essential criteria

• Knowledge and awareness of diversity and human rights as appropriate to the role
• Provide a customer focussed service
• Communicate effectively to ensure high standards of care and support as appropriate to your role
• Strong organisational skills: ability to work to deadlines, prioritise tasks and manage own workload without direct supervision
• Flexibility and ability to work under pressure
• Ability to use initiative when dealing with issues

Your recruitment team

The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:

E:

Your application

Please ensure your supporting statement clearly reflects the job description and person specification, as shortlisting will be based on these criteria.

Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.

Use of Artificial Intelligence

We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.

References

Please provide a minimum of 3 years' employment and/or education history, including professional email addresses (not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.

Closing date

To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting

If you are successfully shortlisted, you will be contacted by email or SMS from the South West London Recruitment Hub. Please check your registered TRAC email regularly.

Application feedback

If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks

We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.

Employer certification / accreditation badges
Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may have an application cap, so please apply promptly to avoid disappointment. Ensure your supporting statement clearly shows how you meet the job specifications.

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