Job Description

Do you want to be part of a friendly and caring team?

Are you good at organising and collating information?

Are you innovative and creative in setting up new systems and processes?



If you answered yes, we've got the perfect role for you!



We are looking for someone to be a key member of this small and friendly children's therapy team in this new role, providing clinical administrative services, data management and support to the clinical team. Working to help organise a smooth and efficient service for our children and young people. A perfect role for someone with excellent organisational, communication and IT skills.

It will involve:

Supporting clinicians with organisation and day to day running of our multidisciplinary service for the children and young people of Sittingbourne and Sheppey.

Organising meetings/events/diaries for the team, including agenda setting, taking minutes and follow up actions.

Supporting clinicians and managers with ordering of equipment and supplies.

Supporting managers with recruitment, local induction, and the associated administration as well as other workforce support tasks.

Maintaining effective systems to ensure the service operates efficiently.

Supporting the clinicians with reporting and updating the organisations database



If this is you we look forward to welcoming you to our team.



So what else?



This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder.



We encourage staff to get involved in exploring new ways of working and service development.



We'll provide well established, in-service training, one to one supervision, and appraisals with regular support.



You'll be able to develop your skills in a friendly and supportive team.



Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.



The small print



Informal visits can be arranged on request.



Working at alternative sites may be required from time to time.



We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.



MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.



1. Communication and relationship skills



Provides a professional and courteous service to a range of customers, liaising with patients/clients, carers, families, health professionals and other organisations. Will be expected to respond appropriately to unexpected and challenging situations which may include contact with patients or staff in emotional situations maintaining a calm and professional approach (support available). Gives non-clinical advice and signposts appropriately eg to clinical colleagues. Able to escalates issues and risks to line manager as appropriate. Liaises with colleagues, patients/clients and/or external contacts regarding complex messages and patient queries including sensitive information to help the team/service run efficiently and effectively. Will be expected to adapt communication and use different communications methods according to diverse range of patient/client/customer needs and situations. Responsible for the creation of written and electronic templates. Responsible for maintaining awareness of developments/priorities at work. Engagement with the IT helpdesk and config for letters testing and letter rejection Communicate and co-ordinate with other agencies present in the building

2. Knowledge, training and experience



Educated to NVQ level 2 or equivalent. Experience of office procedures/customer care. ECDL or equivalent knowledge of IT applications.

3. Analytical and judgement skills



Can effectively make judgements involving facts/situations sometimes requiring analysis of information. Able to prioritise workload and make appropriate level decisions such as when to escalate and ensure this is done in a timely manner, e.g. telephone messages/emails . Maintains records relating to medical devices and/or other equipment. Creates and maintains accurate records and documents (paper/electronic) in line with documentation and confidentiality guidelines. Collates and inputs data using various systems, produces reports/charts. Participates in and supports the collation of data for surveys and audits as required.

4. Planning and organisational skills



Prioritises own work to meet deadlines in conjunction with colleagues and prioritises on-going work with guidance. Support the children's therapy team leads with the timely induction plans for new staff joining the teams and collection of equipment when staff leave the organisation. Support the clinicians with reporting and updating the organisations asset register. Works with rostering leads to create team rotas, resolves conflicting diary appointments/schedules. Organises meetings/events/diaries for others, including agenda setting, taking minutes and follow up actions. Support the organisation needs and processes with archiving. Supports managers with recruitment campaigns and associated administration. Maintain effective systems to ensure the service operates efficiently. Support clinicians with organisation of multidisciplinary appointments and workshops.

5. Physical skills



The post holder will be required to use telephony and IT equipment on a regular basis. Standard keyboard skills. On occasions may be requested to transport equipment and stationery and supplies as required.

6. Responsibility for patient / client care



Primarily this role will be working with clinicians however this will include regular direct conversations with patient parents and carers via telephone or email. To have the ability to recognise that patients care is a priority and to ensure that patients are always given assistance, treating others with courtesy and respect. Timely passing of patient related messages to clinicians to prevent delays to patient engagement and care.

7. Responsibility for policy and service development implementation



Expected to follow standard operating procedures (SOPs) and policies to support your role and contribute to ideas for service and process improvements.

8. Responsibilities for financial and physical resources



Responsible for small expenditure amounts and ordering stationery/ equipment/supplies within delegated authority. Responsible for completion of purchase orders; both the placing of orders and order receipts in a timely manner using the organisations purchase order system. Support clinicians with equipment management - ordering, stock control. receipting, etc Submission of pay returns for the following approval by strategic leadership team for the children's therapy team.

9. Responsibilities for human resources (HR)



To maintain own training in line with MCH policy. Supports with the HR processes for the children's therapy team. In conjunction with team leads, completed termination forms and change forms for the INT pillar.

10. Responsibilities for information resources



Accurately enter data/process information utilising appropriate IT systems. Transcribing/copy typing information provided by others. Management of information either electronic or paper based.

11. Responsibilities for research and development (R&D)



Participates with the clinical team with prescription pad audits. Support the clinicians with the collation of results of the medications audit.

12. Freedom to act



Plan and organise workload, reporting regularly to the line manager on key tasks and guided by defined policies and procedures/algorithm. The post holder will be required to work as part of a team for the children's therapy team. Deputises for other administration colleagues as appropriate.

13. Physical effort (refer to effort factor questionnaire)



14. Mental effort (refer to effort factor questionnaire)



15. Emotional effort (refer to effort factor questionnaire)



16. Working conditions (refer to effort factor questionnaire)