Job Description

The post holder will be required to provide comprehensive and pro-active administrative support to the services supported by The Childrens Single Point of Referral Office . This will include using specific knowledge of medical terminology to type and format letters and to employ effective waiting list management for appointment booking.



The services that are currently supported are Community Paediatricians, Childrens ADHD Nursing, The Neurodevelopmental Service (NDS), The Key Worker Service, Children's Occupational Therapy, Childrens Community Nursing, and Starfish Children's LD CAMHS.



This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.



To support the delivery of a high quality, safe and compassionate healthcare service.



This exciting and fast paced role will involve excellent communication skills which will be utilised when speaking to families/carers, other admin colleagues and clinical professionals. You will be required to communicate via email, phone and in person.



The successful candidate will become part of a small team who offer admin support to all of the services mentioned in the job overview. You will gain knowledge of how each service works, and be able to prioritise work.



Main duties of this role will involve -



Adding referrals to SystmOne



Actioning tasks on SystmOne, as requested by the clinical and other admin teams



Booking community paediatric and ADHD nursing appointments in accordance with individual service guidelines



Scanning and processing of incoming and outgoing paperwork



Completing the actions once referrals have been triaged, creating the required letter to be sent to the families/carers of the child or young person



Answer calls coming into the service, and completing actions from that call



Taking ownership of managing all queries to a high standard that ensures the referral moves through the required pathway



Covering children's reception on occasion



Become a part of the team, supporting one another and helping each colleague by providing support as required



Keeping in close contact with the supervisor, engaging in team huddles

Find out more about working for our organisation here:

https://heyzine.com/flip-book/2565ae62eb.html



All of our NCH&C admin colleagues are able to take part in our agile working policy, this allows you to work form home or other locations for some of your working days, once training has been completed. This is based on individual preference, to suit your own work and home life balance.



Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.



M ain Duties & Responsibilities



To receive and process referrals for the following Childrens Services: Community Paediatricians, The Neurodevelopmental Service (NDS), The Key Worker Service, Children's Occupational Therapy, Childrens Community Nursing, and Starfish Children's LD CAMHS . To liaise with health professionals to triage and to be the first point of contact for any queries relating to new referrals.



Using a range of software programmes including SystmOne, Microsoft Word and Excel to produce, maintain and distribute triage letters which may include medical terminology and deal with matters of a complex and/or distressing nature.



To employ effective waiting list management for appointment booking



This will include



booking of appointments from waiting lists



resolving appointment conflicts



issuing appointment letters/texts



using cloud booking to ensure there is room availability



booking interpreters to support these appointments and arrange translation of documents as and when required



managing clinician ledgers and be ing aware of clinician's annual leave



To independently manage, undertake and prioritise a variety of Single Point of Referral Office administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include:



p hotocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.



r esearching appropriate websites , downloading and circulating documents, as requested .



t o anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.



i dentify and report areas within working processes and procedures that could improve service delivery .



b eing multiskilled across the services that are supported by the Single Point of Referral office.



To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner .



To build effective working relationships with the Consultant Paediatricians, Paediatric Registrars, ADHD Nursing Team and other colleagues who are supported by the Single Point of Referral Office .



To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner .



To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times . To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding .



To support The Childrens Single Point of Referral Coordinator and/or the Admin Team Lead to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient .



To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to The Childrens Single Point of Referral Coordinator and/or the Admin Team Lead .



To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by The Childrens Single Point of Referral Coordinator and/or the Admin Team Lead .



To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as required .



To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times . To undertake any other site and facilities duties as requested .



Provide cover for the team and other departments, including reception, during periods of absence, as directed . This may require travelling to other sites .



It is the post holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.



To monitor and report their sickness absence and annual leave .



To attend relevant meetings . These may be virtual or in person. This may require travelling to other sites .