Administrator

Job overview

Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.

Join the Young Greenwich School Nursing Service as an Administrator! In this exciting role, you’ll provide essential administrative support to our YG School Nursing Team, including booking training, liaising with community hub teams, and managing tasks related to the NHS Digital National Child Measurement Programme (NCMP). You’ll also serve as the main point of contact for service users, including families and schools. Strong organisational and communication skills are key, and previous experience in a healthcare or customer service setting is a plus.

Main duties of the job

• Support school screeners with NCMP tasks, including data entry, spreadsheet creation, uploading to NHS Digital, and generating parent feedback.
• Collaborate with the Lead Nurse and Head of Service to ensure data quality and RiO cleansing.
• Assist with NCMP and vision screening data entry, and maintain accurate records.
• Maintain relationships with clients, carers, and staff; liaise with schools, GPs, and professionals on administrative duties.
• Follow admin procedures, support team functions, and assist with workload allocation.
• Scan/upload documents to RiO and process referrals and data as needed.
• Ensure accurate SEL CHIS Safeguarding and demographic info on RiO.
• Coordinate with schools for data updates and process health questionnaires.
• Prepare client files, ensure consistent reporting, and handle outgoing correspondence.
• Book interpreter services, appointments, and rooms as required.
• Attend training, manage workload, and prioritise tasks effectively.
• Respect client diversity, handle complaints per policy, and contribute to improving administrative procedures.

Detailed job description and main responsibilities

• To support the school screeners with the NCMP including creating spread sheets, inputting data, uploading to NHS digital and generating parent feedback letters within the national guidance timeframe
• To work closely with the Lead nurse and Head of Service to ensure data quality and RiO data cleansing is completed for the NCMP
• To support the school screeners with data entry for NCMP and vision screening as required including searching the RiO national database for clients or creating local records as required
• Establish and maintain effective working relationships with clients, carers, the general public and all other staff working internally and externally to the Partnership and Trust
• Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care: for example, processing new referrals, arranging group sessions
• To follow the admin standard operating procedures seeking advice from other colleagues as appropriate
• Supporting team functions such as taking notes at team / hub meetings and distributing accordingly and assisting with allocation of workload for the YG hub teams, Home Education, NEET and YOS health advisors
• To scan/upload documents to RIO using the Trust standards and naming conventions
• To process new referrals and information, recording appropriate data onto RiO or alternative IT system for Young Greenwich, using all systems to their full functionality for the services
• To process emails to the team allocating where appropriate to the Duty, Triage, or Safeguarding Nurse of the day
• To document Fair Access Panel outcomes on RiO progress notes
• To process the SEL CHIS Safeguarding information on RiO ensuring alerts are active and information is shared with the appropriate nurse or hub team, and client demographics are correct
• To contact all schools in the borough in Oct, Jan, April, and July for migration reports of leavers and new starters mid-term to update RIO school status
• To process the SEL CHIS CSV files in relation to demographic information for the child’s electronic health record such as synchronizing and aligning local and national records, GP, address and so on
• To contact the RBG education team in June for new school intake lists for the incoming Reception cohort, Year 6 secondary school destination report and the incoming Year 7 cohort to update RIO before the summer term commences
• Send out health questionnaires to school for all Reception intake in the spring term
• Scan returned health questionnaires to child’s electronic health record and update RiO demographic information where required
• Transfer and organise school health records for new to school / moving out of borough as required for any child or young person with identified safeguarding or medical needs
• To prepare information, for example client files, letters, reports in line with policy and procedures
• To ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies including SEL CHIS
• To book interpreter services as requested by the YG nurse
• To book appointments, meetings and rooms as requested by the YG nurse
• To despatch outgoing correspondence via post room, email, or Hybrid mail system as appropriate
• To open, sort and distribute post and any relevant correspondence
• To attend courses and statutory training as identified through supervision and PDR
• To pursue personal development of skills and knowledge necessary for the effective performance and development of the role
• To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks
• To consider and act accordingly to individual client circumstance, giving due regard to cultural differences and diversity of clients, carers and service users
• To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact
• To contribute to the development of efficient administrative procedures within the department as required
• To raise equipment, printer, telephone access, and IT issues with appropriate manager and internal service such as IT

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.