Job summary The post holder will be a key member of the Administration Team and will be responsible for the provision of an efficient administration service, dealing with sensitive and sometimes complex matters. The post holder will liaise with all colleagues within the department and the Trust overall to ensure an efficient patient service. This post requires the skills to provide a high degree of customer service and the ability to deal professionally with patients and their families/carers. We are looking for an enthusiastic person who enjoys a challenge and a variety of tasks, and has strong multitasking skills. You will need to have a good standard of education, previous office experience, and excellent communication and IT skills. The ability to work as part of a team is essential. Previous NHS experience is desirable. Please note this vacancy may close early if sufficient applications are received. Main duties of the job To provide administrative support to the service line clinicians Undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including from dictation software. To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required. Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary. To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate. To provide line management, regular supervision and yearly appraisals for allocated staff. About us The Child Development Centre (Community Paediatrics) is based in the Woodlands Centre, Hillingdon Hospital site. Our Community Paediatrician Team works with children who have complex needs, disabilities or long-term conditions, enabling them to achieve their maximum potential. Community paediatricians are specialist trained children's doctors with expertise in child development disability, general paediatrics (including child protection), educational and public health for children. 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. Date posted 23 January 2025 Pay scheme Agenda for change Band Band 4 Salary £31,081 to £33,665 a year per annum inc HCAS Contract Permanent Working pattern Full-time Reference number 333-G-HC-1422-A Job locations Child Development Centre, Woodlands Centre, Hillingdon Hospital Pield Heath Road Hillingdon UB8 3NN Job description Job responsibilities To provide administrative support to the service line clinicians Undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including from dictation software. To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required. Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary. To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate. To provide line management, regular supervision and yearly appraisals for allocated staff To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing. To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne. To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other. To assist with the training of new staff members and bank staff as and when necessary To provide and receive complex and sensitive information using tact and diplomacy. Maintain service line databases for record keeping, ensuring accurate reporting. Complete regular archiving of patient notes in line with trust policies and procedures. To act as Subject Access Coordinator for the service, attend required training, and follow the Trusts policies and procedures. To develop and maintain administration staff rotas as required including cover for sickness, annual leave, lunch breaks, or to meet service demands. To work closely with Operational Manager to ensure there is standardised practice across the service roles, and adherence to policies and procedures. To assess work priorities on a daily basis and provide direction and instruction as required. To ensure that staff management arrangements are consistent with HR policies and procedures within the Trust and to ensure that good practice in recruitment, appraisal, performance management and other policies are maintained. To assist in the recruitment of staff in conjunction with the Operational Manager. To update Standard Operating Procedures when changes are implemented to services. To carry out Incident Reporting within areas of responsibility and report via the Datix system. Please see attached Job Description for full list of duties and responsibilities Job description Job responsibilities To provide administrative support to the service line clinicians Undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including from dictation software. To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required. Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary. To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate. To provide line management, regular supervision and yearly appraisals for allocated staff To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing. To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne. To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other. To assist with the training of new staff members and bank staff as and when necessary To provide and receive complex and sensitive information using tact and diplomacy. Maintain service line databases for record keeping, ensuring accurate reporting. Complete regular archiving of patient notes in line with trust policies and procedures. To act as Subject Access Coordinator for the service, attend required training, and follow the Trusts policies and procedures. To develop and maintain administration staff rotas as required including cover for sickness, annual leave, lunch breaks, or to meet service demands. To work closely with Operational Manager to ensure there is standardised practice across the service roles, and adherence to policies and procedures. To assess work priorities on a daily basis and provide direction and instruction as required. To ensure that staff management arrangements are consistent with HR policies and procedures within the Trust and to ensure that good practice in recruitment, appraisal, performance management and other policies are maintained. To assist in the recruitment of staff in conjunction with the Operational Manager. To update Standard Operating Procedures when changes are implemented to services. To carry out Incident Reporting within areas of responsibility and report via the Datix system. Please see attached Job Description for full list of duties and responsibilities Person Specification Qualifications Essential GCSE (A - C) or equivalent in Maths and English Higher National Certificate/Diploma or equivalent level of knowledge Experience Essential Moderate experience of working in an administrative capacity Experience in a supervisory or line management role Understanding of Equal Opportunities and Diversity Understanding of Data Protection / Confidentiality Desirable Experience of working in a customer care setting Experience of working in a healthcare setting Knowledge of Patient Appointment/Database Systems i.e. SystmOne Skills and abilities Essential Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel Excellent written and verbal communication skills Demonstratable Knowledge of using different systems and databases Excellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload Ability to work within a team Ability to negotiate and influence others Able to work to a high level of accuracy and with attention to detail Ability to work unsupervised Person Specification Qualifications Essential GCSE (A - C) or equivalent in Maths and English Higher National Certificate/Diploma or equivalent level of knowledge Experience Essential Moderate experience of working in an administrative capacity Experience in a supervisory or line management role Understanding of Equal Opportunities and Diversity Understanding of Data Protection / Confidentiality Desirable Experience of working in a customer care setting Experience of working in a healthcare setting Knowledge of Patient Appointment/Database Systems i.e. SystmOne Skills and abilities Essential Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel Excellent written and verbal communication skills Demonstratable Knowledge of using different systems and databases Excellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload Ability to work within a team Ability to negotiate and influence others Able to work to a high level of accuracy and with attention to detail Ability to work unsupervised 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Central and North West London NHS Foundation Trust Address Child Development Centre, Woodlands Centre, Hillingdon Hospital Pield Heath Road Hillingdon UB8 3NN Employer's website https://www.cnwl.nhs.uk/work (Opens in a new tab)