Children's Therapies Administrative Assistant
County Durham & Darlington NHS Foundation Trust
An exciting opportunity has arisen for a band 3 admin assistant to join our central admin team providing support to Children's Therapies service within County Durham and Darlington. The central admin team is based at Chester le Street Community Hospital, providing comprehensive administrative support to the countywide team of Children's Occupational Therapists, Physiotherapists and, from April 2025, Children's Speech and Language Therapists.
The role itself is a great opportunity for someone who is seeking to work in a busy admin environment with a varied workload. You will assist with the organisation and timely completion of routine administrative tasks and duties, as well as supporting the Admin Team Lead by taking responsibility for supervision of members of the admin team and delegation of duties as required. We are seeking someone who is enthusiastic, motivated and can work as part of a team.
Interviews will be held on 3rd March 2025.
Main duties of the job
1. Supervision role within the team
2. Setting up and populating SystmOne rotas for clinical staff
3. Creating new appointments and managing waiting lists
4. Answering phone calls and dealing with appropriately
5. Registering new patients, scanning and placing on correct waiting list
6. Completing admin tasks sent by clinical and non-clinical staff on SystmOne
7. Supporting the triage process to ensure triage is completed in a timely manner
8. Accessing and answering generic email address as needed
9. Sorting both internal & external post daily or as required
10. Taking lead role to support SEND admin processes - following processes to ensure health advice for Educational Health Care Plans is processed in a timely manner
11. Contacting patients to cancel/re-arrange appointments as needed
12. Assisting in covering holidays and duties when colleagues are on leave
13. Ensuring tasks are completed
14. Working with the Therapists in order to facilitate and process the workload of the Therapy service
About us
County Durham and Darlington NHS Foundation Trust is one of the largest integrated care providers in England, serving a population of around 600,000 people. We are a high performing organisation with a track record of success.
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager. You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Job responsibilities
1. Answering telephone calls and dealing with appropriately
2. Registering new patients, scanning and placing on correct waiting list
3. Monitoring delegated waiting lists within SystmOne and ensuring discharges are completed in a timely manner
4. Checking and responding to emails received from generic email addresses and delegating duties to team members as required and following processes as agreed
5. Taking details of any complaints and using effective communication skills to ensure that the correct procedures are followed
6. Using e-diaries for room bookings county wide
7. Coordinating meetings and booking venues as needed
8. Contacting patients to cancel/re-arrange appointments as needed
9. Dealing with anomalies on a weekly basis and distributing to relevant staff members reporting to the Admin Team Lead
10. Setting up rotas on SystmOne
11. Completing Cardea requests
12. Booking new patients from waiting lists for Children's Therapies
13. Providing support and supervision to admin assistants
14. Providing admin support and completing tasks
15. Attending meetings as necessary and taking minutes
16. Collating Cqif & comment cards and inputting data with reports to follow
17. Deputising for Admin Team Lead when required
18. Clearing waiting lists after 3/4 weeks of discharge
19. Any other duties delegated by Admin Team Lead
Person Specification
Qualifications
* 5 GCSEs or equivalent including English Language
* RSA111/NVQ level 3
Special Skills & Knowledge
* Use of email and Outlook.
* Excellent written and verbal communication skills.
* Excellent organisational skills in order to prioritise work and complete to tight schedules.
* Good standard of written and verbal communication skills.
* Ability to prioritise workload.
* Ability to work on own initiative.
* Ability to use discretion and maintain confidentiality.
* Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public.
Experience
* Proven ability in effective, efficient administrative support to a team.
* Experience in a busy office environment including making and receiving phone calls on behalf of service/organisation.
* Providing clerical support for a team
* Experience in a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
* Experience of setting up and maintaining databases.
* Knowledge of SystmOne.
* Knowledge of computer packages: Word, Excel, Outlook, PowerPoint etc.
* Experience of planning and organising meetings and taking minutes.
* Experience of supervision/delegating duties.
Special Requirements
* Flexible and responsive to change.
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.
Employer name
County Durham & Darlington NHS Foundation Trust
£24,071 to £25,674 a year per annum pro rata
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