Administrator - Children in Care Health

Job overview

We are seeking an organised and enthusiastic Band 3 Administrator to join our Chidren in care health team.

The role is a 12 months Fixed Term, Secondment would also be considered.

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 Children in care health team
• Managing referrals and support patient pathways using electronic systems
• Typing clinical and administrative correspondence
• Maintaining accurate patient records in line with standard procedures
• Responding to queries from patients. carer's and professionals
• Contributing to service audits, data reporting and administrative improvement

Should we receive a high number of applications we reserve the right to close this vacancy at any point after 31/08/2026

Main duties of the job

The post holder will provide comprehensive administrative support to the Children in care health team 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.

Detailed job description and main responsibilities

Main Duties and Responsibilities

• Respond to all queries, correspondence and issues within department in a confidential and timely manner.
• Liaison with Social Services to obtain relevant documents in a timely manner.
• To communicate effectively at all levels with colleagues, social care, health professionals and carers.
• Access Generic email account and action emails appropriately
• Access Children in Care SystmOne unit and action all tasks appropriately.
• To be responsible for dealing with the administrative processes for health assessments:- Liaise with Social Care to ensure all appropriate documentation has been received to enable a review health assessment. - Manage/Review waiting lists - Book appointments onto SystmOne and send out appointment letters- Liaise with out of area Children in Care teams to book health assessment appointments for our children. - Liaise with nursing staff to book children into Nursing clinics- Create and outcome nursing clinics on S1
• Support meetings by providing data, preparation and minute taking.
• Monitoring and ordering of Stationery and IT equipment as required.

Other Duties when required

• To type clinical letters and referral letters, copy typing and audio typing. Use of co-pilot within local guidelines.
• To co-ordinate the final check and distribution of Health Action Plans
• Administrative process for initial health assessments
• Register child onto S1 unit and appropriate waiting list
• Book appointments on S1 and send out appointment letter

Communication

• Acting as the main point of contact for the service
• Ensure that information is disseminated to the relevant health professional in a timely manner
• To communicate effectively at all levels with colleagues, social care and health professionals and prospective parents
• To assist with day-to-day queries into the Service.
• To provide data and information for reports as required.
• To fully understand and work in a manner that recognises the importance of confidentially and the sensitive nature of the information that being shared.

Budgetary Responsibility

Responsible for ordering stationary and other items as approved.

People Management

Maintain 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 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, faced or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
• 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 EEC NHS Trust.

General

Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizen’s health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.

Those most in need of protection include:

• Children and young people
• Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities.

The post holder must at all times carry out their duties with regard to East of England Community Health and Care NHS Trust Equal Opportunities Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond other duties that may be required from time to time and the changes and developments within the Trust.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure and Barring Service to be made to check for any previous criminal convictions. East of England Community Health and Care NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.