As such, if you don’t meet the Transitional Provision (above), we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info, please visit: Skilled Worker visa: Overview - GOV.UK

• Deal with telephone enquiries from health professionals, service users, service user families, carers, and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
• Provide and receive complex and sensitive information using tact and diplomacy.
• Act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spreadsheets, and making sure all administration processes for each referral are adhered to with speed and fluency.
• Create/accept referrals within the S1 platform and highlight for clinical triage. To assist with onward referrals to other teams.
• Monitor S1 wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals’ diaries.
• Regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.
• Maintain service line databases for record keeping, ensuring accurate reporting.
• Complete regular archiving of patient notes in line with trust policies and procedures.
• Act as Subject Access Coordinator for the service, attend required training, and follow the Trust’s policies and procedures.
• Provide administration support for service line clinicians.
• Undertake word processing tasks such as letters and memos, reports, notices, and emails, including via dictation software.
• Undertake the photocopying and distribution of documents, processing of correspondence, and general clerical duties as required.
• Maintain and monitor stock as required and use set processes for ordering of goods/supplies.
• Use the E-procurement system and raise any queries/issues when necessary. Support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.
• Have a comprehensive understanding of computer software such as MS Office and be the lead on using SystmOne.
• Collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other.
• Assist with the training of new staff members and bank staff as and when necessary.
• Coordinate, monitor, and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable).
• Support service lead with Healthroster, including recording of annual leave, absence, or sickness, printing and distribution of rotas where necessary (if applicable).
• Organize, attend, and contribute to the departmental and service meetings, which may include room/venue booking, distribute agendas, take and distribute minutes, and action any decisions made by the team as appropriate.
• Support in the planning and arrangements for team away days, training sessions, etc.
• Undertake ad hoc or specific project work as requested.
• Produce training packs, certificates, forms, and presentations as requested by the clinicians/team lead.
• Support the maintenance of any of the team’s clinical equipment as needed, including liaison with BCAS for yearly checks.
• Support the logging of complaints/compliments and incidents on Datix.
• Be familiar with and work within CNWL policies related to the function of administration and your responsibilities as an employee.
• Meet deadlines and manage time effectively.
• Work on own initiative and undertake work which does not require checking as a matter of routine.
• Regularly review administration processes, procedures, and office systems to ensure effectiveness and efficiency.
• Be forthcoming with ideas, changes, or new initiatives for improvements to policy, guidance, departmental procedures, systems, and ways of working for improvement in service quality and delivery.
• Support the operational team and provide Reception cover at designated base as requested by the Health Centre Administration Lead for lunch breaks and sickness.
• Undertake all mandatory and supplementary training in line with policies.
• Undertake Nominated Officer of Fire (NOF) training and ensure all procedures are followed as per the Trust Policy.
• Undertake First Aid training as required by Line Manager.

Person Specification

Qualifications and Education

Essential criteria

• GCSE (A* - C) or equivalent in Maths and English

Experience

Essential criteria

• Experience of working in an administrative capacity
• Understanding of Data Protection / Confidentiality
• Understanding of Equal Opportunities and Diversity

Desirable criteria

• Experience of working in a customer care setting
• Experience of working in a healthcare setting
• Knowledge of Patient Appointment/Database Systems i.e. SystmOne

Skills

Essential criteria

• Demonstrable knowledge of MS Word, Outlook, MS Teams, and Excel
• Accurate data entry and typing skills
• Excellent written and verbal communication skills
• Able to work to a high level of accuracy and with attention to detail
• Demonstrable knowledge of using different systems and databases
• Ability to work unsupervised
• Excellent time management skills, with the ability to work effectively under pressure, meet deadlines, and prioritize workload
• Ability to work within a team

Personal Qualities

Essential criteria

• Self-motivator
• Capacity to manage a demanding workload
• Good inter-personal skills
• Good team-player
• Corporate loyalty and behavior