About this role
Job summary
Medical Admin Team Administrator
Band 3 - £30,630 - £32,346 Inc HCAS per annum pro rata
Fixed Term Contract for 6 months
Part time - 22.5 hours per week
We are currently looking for a Medical Admin Team Administrator to work in our Children and Young People's Directorate.
This role is responsible for providing a high level of administrative support to ensure the smooth day-to-day running of the department. The role involves managing correspondence, maintaining accurate records and databases, handling enquiries, processing documentation, and supporting teams with a variety of administrative tasks.
The post holder will provide administrative support and cover as required for the Prescriptions, EHCP, CCDS Administrators and Medical Secretaries, assisting with workload management, maintaining accurate records, processing documentation and ensuring continuity of service across the team.
Main duties of the job
Administrative and Clerical
1. Provide support to Prescriptions/ADHD Administrator, including:
- Processing prescription requests
- Processing shared care agreements
2. Provide support to Complex Communication Diagnostic Service (CCDS) Administrator, including:
- Assist with processing referrals
- Appointment booking
3. Provide support to Education and Health Care Plan (EHCP) Administrator, including:
- Processing referrals
- Appointment booking
4. Provide support to the Safeguarding Administration Team, including:
- Report distribution
- Appointment booking
5. Other clerical and general office administration, including:
- Preparing pre-drafted letters and reports for distribution to parents, GPs and schools
- Proof reading letters/ reports
- Uploading documents
- Maintaining accurate records, including electronic patient records
- Responding to enquiries from service users, healthcare professionals and other stakeholders; signposting and escalating where appropriate
6. Work within Standard Operating Procedures and processes for administrative systems whilst identifying process improvements with a view to improving efficiency and effectiveness of service delivery.
7. Log information/ data on electronic patient records and other systems, accurately and in a timely fashion.
About us Bromley Healthcare is a community interest company providing a wide range of services including community nursing services such as district nursing, health visiting to specialist nurses, as well as therapy services for children, young people and adults. Salary is dependant on NHS experience and current banding/pay point. Excellent benefits package available including various pension schemes, discounted gym membership, cycle to work scheme, discounted electronics, access to EAP, high street discounts, Blue Light Card eligibility, opportunity to apply for low interest personal loans and an excellent lease car scheme and we are constantly looking to expand our staff benefits.
Job description Job responsibilities
Administrative and Clerical
1. Provide support to Prescriptions/ADHD Administrator, including:
- Processing prescription requests
- Processing shared care agreements
2. Provide support to Complex Communication Diagnostic Service (CCDS) Administrator, including:
- Assist with processing referrals
- Appointment booking
3. Provide support to Education and Health Care Plan (EHCP) Administrator, including:
- Processing referrals
- Appointment booking
4. Provide support to the Safeguarding Administration Team, including:
- Report distribution
- Appointment booking
5. Other clerical and general office administration, including:
- Preparing pre-drafted letters and reports for distribution to parents, GPs and schools
- Proof reading letters/ reports
- Uploading documents
- Maintaining accurate records, including electronic patient records
- Responding to enquiries from service users, healthcare professionals and other stakeholders; signposting and escalating where appropriate
6. Work within Standard Operating Procedures and processes for administrative systems whilst identifying process improvements with a view to improving efficiency and effectiveness of service delivery.
7. Log information/ data on electronic patient records and other systems, accurately and in a timely fashion.
Communication and Relationships
8. Take calls and respond to emails, ensuring all communications and interactions are timely, appropriate and in line with Information Governance guidelines.
9. Act as initial point of contact for feedback from parents/carers/other professions, escalating as required
10. Process incoming mail - written and electronic - uploading to/ updating records and notifying relevant clinicians accordingly
11. Manage allocated mailboxes, answering queries where possible and signposting or escalating as appropriate.
12. Actively contribute to meetings with clinicians and the wider team e.g. to discuss service delivery.
Clinics
13. Ensure smooth running of any relevant clinics, dealing with urgent and unexpected issues appropriately and working with CCC and other colleagues to ensure clinic appointments are arranged, communicated and fully utilised, including notification of cancellations.
Person Specification
Qualifications Essential
Educated to GCSE Level or equivalent. NVQ Level 4 administration.
IT skills Essential
Proven IT skills Adhere to Information Governance
Desirable
Familiar with incident reporting systems (e.g. RADAR) Familiar with use of Electronic Patient Records e.g. EPIC or EMIS
Experience Essential
Experience of working in a busy environment managing multiple priorities and deadlines effectively Experience of working in an administrative role Experience of working independently as well as part of a team
Desirable
Recent experience of working in the NHS or private healthcare setting
Specific Skills Essential
Excellent communication skills, both verbal and written, with the ability to: oCommunicate effectively with service users and other stakeholders oNegotiate with services oPresent sensitive or complex information clearly Ability to work using own initiative, understanding scope of role and escalating appropriately Excellent attention to detail
Desirable
Knowledge of current local care pathways and referral criteria
Personal Qualities Essential
Works effectively and flexibly as part of a team to meet the needs of the services Calm approach with the ability to respond to unexpected demands, work under pressure and cope with frequent interruptions Self-motivated, enthusiastic, positive and approachable
Desirable
Ability to work well under pressure and to have a flexible approach to work .
Other Essential
Must be able to work Mondays and Fridays
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Bromley Healthcare CIC
Address Phoenix Centre CRC
40 Masons Hill
Bromley
BR2 9JG
United Kingdom
Employer's website http://www.bromleyhealthcare.org.uk/ (Opens in a new tab)