Team Administrator | Central and North West London NHS Foundation Trust
| Posting date: | 03 July 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £30,279 - £33,116 pa inc HCAS |
| Hours: | Full time |
| Closing date: | 02 August 2024 |
| Location: | London, W2 5PH |
| Company: | CNWL NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6421310/333-J-WE-0685 |
Summary
CNWL is looking to recruit a band 4 team administrator for the Kensington Chelsea and Westminster Memory Service.
We are a small, friendly and dynamic multidisciplinary team of medical staff, nursing, occupational therapists, clinical psychologists, administrators and Admiral nursing offering assessment and brief care planning for people with suspected dementia and cognitive problems and their carers.
The post holder will be responsible for providing a full range of administrative support to the team.
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.
The post holder will be responsible for providing a full range of administrative support to the team. This will range from managing general correspondence to data inputting of clinical activity on Trust and local authority databases. The post-holder will be expected to work without immediate supervision in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required.
The post holder will work closely with other administrative staff, sharing work where necessary and providing cover for break and leave purposes.
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.
1. Secretarial
1.1 To prepare and distribute documents for approval as directed, ensuring that all policies and procedures are adhered to.
1.2 To keep timetables and diaries for medical and other members of the team as required.
1.3 To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other, administrative team members as and when required.
2. Administrative
2.1 To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
2.2 To attend the team meetings as required and to be an active participant in the monthly administrative team meeting.
2.3 To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues.
2.4 To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns.
2.5 To report all request for repairs through the Office Manager.
2.6 To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
2.7 Handling and processing the cash float according to the organisation’s procedures.
3. Data Administration
3.1 To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.
3.2 To work with administrative colleagues to set up and maintain effective filing systems for the team and to record the movement of any paper-based service user or team records according to Trust and local authority policy and procedures.
3.3 To assist the team to carry out any audits of team records and ensure that records are archived as and when appropriate.
3.4 To ensure that the confidentiality of service user related information is
maintained through careful and secure systems of work, and with an awareness of the Data Protection Act.
4. Communication
4.1 Team staff - to liaise effectively and maintain positive working relationships with administrative and clinical staff within the team and respond promptly to ad hoc enquiries and requests from team members.
4.2 Service users, carers and relatives – to provide non-clinical advice and
information, acting as a Patient Advice and Liaison Officer.
4.3 Visitors/Public – to provide non-clinical advice and information.
4.4 Health and Social Services staff – to receive and provide information relating to patients, closed cases and new referrals.
4.5 General Practitioners and other referrers – to receive and provide information relating to patients and the service.
4.6 Outside agencies – social services, voluntary organisations – to receive and provide information relating to patients and the service.
OTHER DUTIES
5. Management of Resources
5.1 To supervise the work of temporary and permanent administrative staff as and when appropriate.
6. Training
6.1 To participate in local induction of new employees to the team.
6.2 To participate in the Trust’s supervision and appraisal programme.
6.3 To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development
Rider Clause
This is an outline of the post holder’s duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Department.
This advert closes on Wednesday 17 Jul 2024
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.