Administration Assistant

Job overview

Our Childrens Care Group have an exciting opportunity for an enthusiastic and motivated individual to join our friendly team as an Administration Assistant.  The team is responsible for the provision of an efficient and comprehensive administrative service for the Children’s Care Group

The successful candidate will have the ability to deal with people at all levels in a polite and professional manner and should possess excellent verbal and written communication skills.  It’s important you can work effectively in a fast-paced office environment, handling large volumes of tasks, some of which may be challenging to deal with. You will need to be flexible and adaptable to the varying demands and changing circumstances and priorities of the services.  You must have the proven ability to work independently using your own initiative, as well as part of a team.

The essential requirements for this post are a good standard of education Grade C or above in English and Maths GCSE or equivalent or RSA stage II typing/word processing or equivalent qualifications or have an equivalent level of experience.  Experience of using Microsoft Office applications would be advantageous and experience of office procedures, i.e., filing, photocopying, message taking, typing etc is essential.

Previous experience of NHS systems including SystmOne would be advantageous, but not essential as full comprehensive training will be given

Main duties of the job

• Provide a confidential, quality administrative service to an identified pathway within the Children’s Care Group.
• To communicate effectively, accurately and professionally, applying discretion and empathy where necessary, with written, telephone and face to face contact, with patients, visitors, other Trust staff and external agencies.
• Create and maintain, up to date computerised patient records and recall systems on SystmOne.
• Update new referrals on to SystmOne. Maintain current referrals and end where advised to do so.
• Provide an efficient and timely photocopying and scanning service to the team.
• Maintain, scan and file paper records and information as appropriate, in line with records management principles.
• Assist in the production of high quality documentation, using Microsoft Word and SystmOne, including confidential letters, non-accidental injury reports, case conference reports, housing reports etc.
• Liaise between clients, professional staff and other multi-agency partners e.g. Local authorities, Children’s Centres, Schools, GPs and other partner agencies
• Deal with telephone enquiries in a courteous and efficient manner, recording messages as per agreed systems and escalating as per protocols.
• Book appointments, assessments and groups/clinics in line with contracted requirements and maintain appointment ledgers and recall systems on SystmOne

Detailed job description and main responsibilities

Please view the attached job description and person specification to view the full details about the role

We reserve the right to close the vacancy early if there are a high amount of applications