We are seeking an organised and enthusiastic Band 3 Administrator to join our Community Paediatric Team.
This role is key in supporting the smooth running of services by providing high-quality administrative support to clinicians and ensuring an effective patient journey.
You will play an important role in supporting referrals, managing appointments and contributing to the delivery of efficient and patient-centred care.
The role involves:
- Providing administrative support to the Community Paediatric Team
- Managing referrals and support patient pathways using electronic systems
- Typing clinical and administrative correspondence (audio and copy typing)
- Maintaining accurate patient records in line with standard procedures
- Supporting 18-week pathway targets, escalating any concerns appropriately
- Responding to queries from patients, families and professionals
- Assisting with reception duties and Single Point of Access (SPA) phone lines when required
- Contributing to service audits, data reporting and administrative improvements
The post holder will provide comprehensive administrative support to the community paediatric service, including maintaining patient records, managing referrals and supporting clinic activity.
The role involves effective communication with a wide range of stakeholders including clinicians, families, education and external agencies. The post holder will act as a key link between clinical and administrative teams, helping ensure efficient service delivery.
You will support data collection, audits and reporting requirements, and contribute to service improvement initiatives. The role requires strong organisational skills, attention to detail and the ability to prioritise workload in a busy environment.
The post holder will also support reception and SPA services as required, ensuring a professional and welcoming service is provided at all times.
Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There’s one reason why our services are outstanding – and that’s our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Main Duties and Responsibilities
To use electronic patient management system to register, process, check, update and discharge patients.
To type appointment letters, clinical letters and discharge letters using both copy type and audio typing.
To maintain and update accurate patient records is accordance with standard operating procedures including scanning, filing, audio and copy typing.
Respond to all queries, correspondence and issues within department in relation to specialist services.
Support the management of the 18 week wait list, escalating any issues to the clinical lead.
Prioritise and manage own workload
To support the admin team leader in introducing changes to administrative systems in line with service modernisation and integration.
To support any audits required by the services relating to this department
To produce information and data relating to the services relating to this department, as required
To assist with cover on reception, or SPA phone line, if required.
To participate in administration meetings and share good practice amongst peers within the organisation
Communication
Ensure that all information is disseminated to staff as appropriate.
To communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies.
Act as a link between medical/clinical staff and the admin team to ensure a high standard of service is maintained at all times.
Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks.
To answer queries from doctors, clinicians and other staff, regarding clinics and patients.
To ensure effective communication between clinical staff and administration team using various mediums such as email and phone calls.
To assist with day-to-day queries into department.
To provide data and information for reports as required.
To provide narrative or description to data as required.
Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.
To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.
Contribute to EEC internal communication strategies ensuring effective two-way communication and engagement within the organisation.
Contribute to EEC external communication strategies to raise awareness and promote the reputation of EEC services.
Budgetary Responsibility
Order specialist equipment and consumables for services as required.
Receipt goods as required.
Liaise with central procurement team for routine orders.
Monitor use of consumables within own area and identify areas of saving and make changes as required.
People Management
To supervise junior staff and provide guidance and support as required.
To demonstrate and train staff within the remit of your tasks.
Raise any performance issues or concerns to line manager.
To support staff undergoing induction within your department.
Maintaining own professional development and requirement to take part in appraisal and KSF process.
Clinical and Practice Governance
Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
The post holder must adhere to the Trust risk assessment and risk management processes
The post holder must adhere to infection control policies and procedures.
Undertake mandatory training and any other training relevant to the role as required by East of England Community Health and Care NHS Trust.
The post holder must participate in clinical and safeguarding audits as required.
The post holder is required to participate in relevant emergency preparedness process for their team.
