Clinic Administrator

CNWL is seeking to recruit a professional and experienced part time Clinic Administrator to join our team at Ealing Day Treatment Centre in Southall working 27 hours per week.

Previous administrative experience is essential and you must be capable of managing your time effectively to meet deadlines whilst using your own initiative. A good level of computer literacy is required.

You will need to be highly organised and be able to prioritise your workload in order to support our multidisciplinary teams working in the community. You will require a conscientious, caring and enthusiastic approach in your role.

The Clinic Administrator role is pivotal in ensuring the smooth running of the Centre. The role includes reception duties, office administration, data entry (mainly on System one), photocopying, printing, and ordering/receipting of supplies. You will be dealing with the general public in person and on the telephone, so good communication skills are essential.

Vaccination

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings

CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.

Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.

We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.

Become part of our team. We care for you as much as you care for others.

The Clinic Administrator will contribute to the provision of professional administrative and reception functions by:

- Acting as a receptionist and first point of contact for the general public and professionals, either on the phone or in person, including helping people with general enquiries.
- To act as a telephonist providing help and support to the caller. Dealing with members of the general public and GP’s and also maintain office systems using equipment as listed below.
- To assist with the training of new staff members, bank staff and support the Admin Team Leader as and when necessary.
- To use verbal and listening skills required to understand clients with cultural differences, special needs, age related (young or old), be able to communicate with people who do not have English as their first language, and be proficient in the use of Silent Sounds.
- To arrange and confirm transport arrangements for patients attending the clinic with limited mobility.
- To use empathy towards the clients’ needs, communicate in sometimes hostile or antagonistic situations, and deal with sensitive issues using tact and diplomacy skills at all times. To provide and receive complex and sensitive information which requires empathy and reassurance.
- To ensure sufficient reception and administrative cover for the Health Centre/Clinic by liaising with other Clinic Administrators and the Team Leader before requesting Annual Leave.
- Provide administrative and clerical support to Ealing Community Rehabilitation Clinical Services as required.
- To ensure reports and other aspects of data entry are accurate and dealt with in a timely manner and to participate in audits when necessary.
- To support staff in running off site clinical sessions/groups at other community locations.
- To maintain and monitor stock as required and use set processes for ordering of goods/supplies. To have the ability to use the E-procurement system and raise any queries/issues when necessary.
- Liaise with external contractors as and when required, for example cleaning staff, gardening staff, building security firms.
- Maintaining compliance with their mandatory training requirements
- Identifying areas where improvements in safety or quality can be made
- Working closely with others to improve services

General Administration
- To undertake tasks in line with the Standard Operating Procedures and ensure they are adhered to at all times.
- Undertake filing, process correspondence, phot