Job Description

Job Title: Administrator

Location: Based at Wokingham hospital Barkham Road RG41 2RE for 2 days a week and Bracknell or St Mark s Hospital, Maidenhead SL6 6DU for 3 days a week.

Trust: Berkshire Healthcare NHS Foundation Trust

Payrate: Band 3, £13.13 per hour

Shift Patterns: Monday - Friday Weekdays 8:00 -4:00 pm or weekdays 8:30-4:30pm (37.5 hours per week)

Duration: Start - ASAP, End date - Unitl 31/12/2026

SYSTEM KNOWLEDGE

• Knowledge of RiO
• Word
• Excel
• Good communicator-speaking to families and arranging appointments

JOB SUMMARY

To provide a high quality, comprehensive administrative service supporting the CYPIT Team within the Children, Families and All Age Service (CFAA). This role supports the CYPIT Therapists, enabling the delivery of an effective and efficient service to children and families from referral to discharge.
The duties of this post will include direct administrative support and diary management for clinicians and providing reception cover when required. The post will include exchanging verbal and written information with patients, staff, and carers relating to appointments and meetings, requiring tact and diplomacy at all times. The post will require close liaison with the other teams within CYPF and outside agencies, GP practices, Social Services and Education on a daily basis

RESPONSIBILITIES

ADMINISTRATION

• To manage the administration processes required for the patient from referral to discharge.
• To support with scheduling appointments for clinicians, booking clinics, and liaising between clinicians and families.
• To lead on bookings for a speciality area including management of waiting lists as directed.
• To lead on a speciality area but to also provide support and cover for others as needed
• To support / manage the process of EHCP requests from point of receipt to completion of sending out EHCP health reports to expected deadlines, liaising with local authority partners as necessary.
• To support/manage the process of sending out correspondence, filing, discharging and archiving within the required timescales and alerting the administration manager for any priorities that needs to be addressed.
• To work unsupervised on a daily basis prioritising own workload using your own initiative as to determining what is routine or urgent across service.
• Support the Administration Team and Business Manager in developing common administration processes, agreeing rotas to cover staff absence and providing data performance and quality reports Maintain comprehensive office systems ensuring they are up to date and accessible.
• Operate in a flexible manner in order to ensure that the administration Team operates as efficiently and effectively as possible.
• To open and sort the post / electronic mail and take appropriate action as required.
• Take/Transcribe formal minutes as and when required.
• Photocopying and distribution of documents, articles etc. as required.
• To support projects and ad-hoc work requirements by undertaking a variety of administration and clerical tasks.
• The usual working day will from 8.30am 4.30pm in order to provide administration and telephone cover while the clinicians are working, assist with other administration work as requested by the Administration Team Lead / Line Manager / Service lead.
• To support and maintain, where required, elements of health, safety and security requirements across the service including reporting job requests to Berkshire shared services.
• To contribute toward the smooth running of the Enquiries Advice and Support service, receiving calls, transferring to therapists and processing referrals

ORDERING / RESOURCES

• To order required stationery and clinical supplies / patient equipment as needed or directed. Ensure office supplies for the admin and secretarial teams are ordered in a timely manner using the Trust s online system.
• In collaboration with other administrators, ensure the department is always fully equipped of both central stock and non-stock items by regularly monitoring and ordering and to record and maintain equipment budget sheets for purchases of non-stock items, keeping managers informed.

STAFF SUPPORT / SUPERVISION

• To contribute to the local induction of administration staff.
• To work collaboratively with other administrative staff within the locality.
• Support the training of new/temporary staff across the range of reception, switchboard and post duties.
• To support Educational Healthcare plan requests (EHCP) and booking appointments as needed.
• To cover other admin staff / reception staff when needed at times of absence i.e. annual leave or sickness.
• To cover other reception areas at other sites during times of absence i.e. annual leave, training or sickness.

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

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By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.