Administrative Assistants - London, United Kingdom - Central and North West London NHS Foundation Trust

Central and North West London NHS Foundation Trust
Central and North West London NHS Foundation Trust
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

We are looking for enthusiastic and motivated Team Administrative Assistants to provide important administrative service and to ensure the smooth running of the Hillingdon Children's Integrated Therapies service.


The successful applicant will have excellent skills in the use of the Microsoft Office suite of programmes, and previous experience of an electronic patient record system would be advantageous.


Good communication skills and a sense of humour will be important to ensure that you link in with the therapy teams and other admin services effectively.


In return, we are offering the opportunity to work in a supportive and friendly environment, where supervision and performance reviews/appraisals form part of our ongoing development of staff.


The post holder will provide a highly effective and competent level of administration support to the Hillingdon Children's integrated Therapies Service (CITS), across Speech and Language Therapy, Occupational Therapy and Physiotherapy.

This is to enable the smooth running of the paediatric therapies services.


You will be required to provide high quality administrative support to the team using your excellent organisational, communication and IT skills.

You should be able to work independently - including prioritising key tasks and meeting deadlines.


The post holder will be expected to work from their base in person to support team working - unless needed to work from another venue.

Please see attached Job Description document.


The post holder will have excellent interpersonal skills and have the ability to communicate effectively and work as part of a team.

In addition, the post holder must possess good IT skills and be able to analyse and interpret data.


The post holder will work under own initiative with a flexible and adaptable approach to the job role in order to meet the changing service needs and prioritise tasks.

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.


  • To deal with telephone enquiries, both internal and external, using discretion and initiative. To ensure any answerphone messages are contemporaneous, concise, prioritized and delivered to the recipient in a timely manner
  • To answer the CITs advice line. To provide the caller with advice on the services that they can access in the borough, including how to make a referral. To transfer the call to a clinician when required
  • To carry out administration and preparation for new starters eg IT forms, admin induction, ordering new laptops, mobiles etc
  • To assist with the training of new staff members and bank staff as and when necessary.
  • To communicate tactfully with clients and visitors where there maybe barriers to understanding including individuals who do not have English as their first language
  • To ensure that all referrals are responded to within the set time frame
  • To maintain records of patient referral and input appropriate information onto SystmOne data system, scan documentation, collating information and producing reports as required.
  • Organise patient appointments for varying times and with several clinicians ensuring accuracy with the appointment booking
  • When requested, to cancel clinics ensuring patients appointments have been cancelled and re
- booked.

  • Update databases and caseloads for the team ensuring caseloads are reviewed as and when required.
  • To provide database information to Therapy team leads as required.
  • To support and provide information for clinical audits as required
  • Liaise closely with both parents and schools to ensure they are fully aware of dates and times when therapists will be attending schools throughout the term.
  • Discharge patients as requested, ensuring that systm1 is updated and patient notes filed appropriately
  • Effectively and proactively deal with referral queries, including those from patients, carers, GPs, social services and acute hospitals.
  • To provide cover at reception at Wood End Centre as required which includes receiving and registering patients in person and also via SystmOne.
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