Administrator, Universal Therapies Service
North Middlesex University Hospital NHS Trust
The post holder will work within a newly developed universal therapies service for children under 5. The post holder will support the team and senior administrator by providing a full range of administrator procedures and act as a first point of contact to people visiting the department.
The post holder will be based within Enfield Community Service and will be required to facilitate provision of information relating to the universal therapies service supporting efficient and smooth running of the department.
Main duties of the job
* To ensure the provision of high quality an administrative support to the team ensuring that the service is delivered in a timely and effective manner
* To operate a desktop PC, drafting and typing of letters, typing of assessments, reports and any general correspondence as requested.
* To support the continuity of the service ensuring effective communications across services including external organisations
* To be familiar and able to use RiO, (training will be made available as necessary).
* Photocopying and collating documents as required.
* Screen messages, telephone calls and emails, instigate appropriate action or ensure that accurate messages are passed on and progress followed up if necessary. Deal with enquiries in a sympathetic and empathetic manner, and if possible refer on as appropriate
* To act as a first point of contact, providing efficient and courteous advice and assistance.
* To ensure the efficient operation of the office including ordering equipment and stationery.
* To provide a key contact service for the Division and liaise with a wide variety of internal and external contacts.
About us
North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Job responsibilities
The post holder will work within a newly developed service for children under 5. The post holder will support the team and senior administrator by providing a full range of administrative procedures and act as a first point of contact to people visiting the department. The postholder will provide a comprehensive administrative service within their team.
Key Responsibilities
Clinical / Service Specific
Word processing of all forms of correspondence, reports and summaries that are required by the team.
Undertake diary management for clinicians and/or managers, as required.
Organise clinics and associated appointments for clinics, using appropriate brought forward systems to manage work.
Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
Inputting and updating service user information and service user/team activity on computerised information systems, creating service user notes where necessary and according to policy.
Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
Provide cover as directed by Line Manager for other members of the admin team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post.
Essential Behaviours and Attitudes
Models behaviours that treat others with dignity, respect and compassion.
Listens actively and respectfully to others.
Identifies and challenges unacceptable practice of peers and colleagues respectfully, and takes appropriate action to resolve.
Improves the quality of services and contributes to the improvement of the service user experience.
Works in partnership and collaboration with others; respects their rights and promotes equality at all times.
Responds to an individuals situation, needs and preferences and does not stereotype people.
Systems
Monitor and maintain stocks of stationery and resources, acting as authorised requisitioner to ensure that stocks are replenished.
Be aware of the Trusts Incident reporting systems in line with Health and Safety and Risk policy requirements.
Training & Development
To participate in regular supervision in accordance with good practice guidelines and Trust policy.
To participate in the Trusts annual Appraisal process.
To attend all relevant mandatory training as and when required to do so.
Quality & Patient Safety
Protection of Children & Vulnerable Adults To promote and safeguard the welfare of children, young people and vulnerable adults.
Implementation of NICE guidance and other statutory / best practice guidelines. (if appropriate)
Infection Control - To be responsible for the prevention and control of infection.
Incident reporting - To report any incidents of harm or near miss in line with the Trusts incident reporting policy ensuring appropriate actions are taken to reduce the risk of reoccurrence
To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients/ clients, visitors and staff.
General
To comply with the Professional Codes of Conduct and to be aware of changes in these.
To maintain up to date knowledge of all relevant legislation and local policies and procedures implementing this.
To ensure that all duties are carried out to the highest standard and in accordance with currently quality initiatives within the work area.
To comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information and to be aware of any changes in these.
To comply at all times with the Trusts Information Governance related policies. Staffs are required to respect the confidentiality of information about staff, patients and Trust business and in particular the confidentiality and security of personal identifiable information in line with the Data Protection Act
After several years of ever closer working, North Mid and Royal Free London are planning to come together as one organisation to enable them to go further and faster in improving services for patients and the health of the local community than they can achieve separately. The merger of North Mid into the RFL group is currently expected to take place on 1 January 2025, subject to NHS England and Secretary of State approval.
Person Specification
Qualifications
* Educated to GCE/GCSE standard.
* RSA Stage II/NVQ Level 2 in Administration or equivalent.
* Good command of written English
Knowledge
* Full range of administrative procedures, software programmes
* Relevant Trust policies and procedures
Experience
* Managing busy workload and conflicting priorities
* Handling confidential and sensitive information in accordance with the Data Protection Act
* Working in a team
* Previous experience of working in a NHS Office environment.
* Experience in using computer programmes including health care IT systems.
Skills and abilities
* Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook
* Excellent verbal and written communication
* Keyboard skills to ensure accuracy, speed and optimum use of functions
* Ability to analyse a wide variety of sometimes complex situations/information and make conclusions and where appropriate recommendations depending on the nature and complexity of the data and subject
* Ability to plan, prioritise and organise a number of activities and continually reprioritise to meet tight, conflicting and often changing deadlines
* Ability to work as a member of a team
* Able to demonstrate a flexible attitude to be responsive to service needs
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
North Middlesex University Hospital NHS Trust
£28,622 to £30,225 a yearpro-rata per annum inclusive of HCAs
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