Job Summary
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 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.
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.
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 of new patients, scanning and placing on correct waiting list
6. Completing admin tasks sent by clinical and non-clinical staff on Systmone
7. Supporting triage process to ensure triage is completed in a timely manner
8. Access and answer generic email address as needed
9. Sort 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. Contact patients to cancel / re-arrange appointments as needed
12. Assist in covering holidays and duties when colleagues on leave
13. Ensure tasks are completed
14. To work with the Therapists in order to facilitate and process the workload of the Therapy service
About Us
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 Description
Job responsibilities
1. Answering telephone calls and dealing with appropriately
2. Registering of new patients, scanning and placing on correct waiting list
3. Monitor delegated waiting lists within Systmone and ensure discharges are completed in a timely manner
4. Check and respond to emails received from generic email addresses and delegate duties to team members as required and follow processes as agreed
5. To take details of any complaints and use effective communication skills to ensure that the correct procedures are followed
6. Use e-diaries for room bookings county wide
7. Coordinate meetings and book venues as needed
8. Contact patients to cancel / re-arrange appointments as needed
9. Deal with anomalies on a weekly basis and distribute to relevant staff members reporting to the Admin Team Lead
10. Set up rotas on SystmOne
11. Complete Cardea requests
12. Booking of New patients from waiting lists for Children's Therapies
13. Provide support and supervision to admin assistants
14. To provide admin support and complete tasks
15. To attend meetings as necessary and take minutes
16. Collate Cqif & comment cards and input data with reports to follow
17. Deputise for Admin Team Lead when required
18. Cleanse waiting lists after 3/4 weeks of discharge
19. Any other duties delegated by Admin Team Lead
Person Specification
Qualifications Essential
* 5 GCSEs or equivalent including English Language
Desirable
* RSA111/NVQ level 3
Special Skills & Knowledge Essential
* 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 Essential
* Proven ability in effective, efficient administrative support to a team.
* Experience in 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.
Desirable
* 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 Essential
* 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 details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Chester Le Street Community Hospital
Front Street
Chester Le Street
County Durham
DH3 3AT
Employer's website
https://www.cddft.nhs.uk/ #J-18808-Ljbffr