Senior Administrator-Ealing Specialist Children's Services

Job overview

An exciting opportunity has arisen for an experienced Administrator to join Ealing Children’s Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.

The successful applicant will work with members of the administration team supporting clinicians, therapy staff and Paediatric Consultants.

He /She will have responsibility for monitoring and supporting the admin pathway’s, therefore will need to possess good time management skills, be self- motivated with a positive attitude. In addition to these skills all Senior administrators must be customer focused, have an excellent telephone manner with proven IT skills.  Knowledge of SystmOne  database as well as having experience in  Microsoft Suite of programmes would be advantageous.

We reserve the right to close this advert early if we receive a high volume of applications. Please apply as soon as possible.

Main duties of the job

The post holder will work as part of the Ealing Children’s Services   administration team to provide a highly effective and competent level of administration support to the smooth running of Ealing's Child Health Services.

He / She will co-ordinate the administrative functions of the Paediatric  pathways on a day to day basis working closely with Therapy leads, Paediatric Consultants and broader clinical team to ensure effective administrative support.

The post holder will Supervise a small team of  administrative staff. This includes managerial supervision, delegation of tasks and responsibility for setting objectives for development.

This role may include the day to day management of Education Health and Care Plans database and communications to and from the Local Authority.

The post holder will be expected to assist in the organisation of the workloads and support audit and preparation of reports.

The post holder is responsible for managing their own workload with a flexible and adaptable approach to the job role in order to meet the changing service needs.

The post holder will have excellent interpersonal skills and have ability to communicate effectively and manage staff. In addition, the post holder must possess good IT skills and be able to analyse and interpret data.

Detailed job description and main responsibilities

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."

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

MAIN DUTIES AND RESPONSIBILITIES

• Taking on lead responsibility for the administration and delegation of tasks as appropriate  This will include being a staff contact point, organising EHCP requests for therapists, Paediatricians in addition to day to day work supporting a team • Providing input into the development and maintenance of Standard Operating procedures for the services for which the post holder holds the primary responsibility. • To supervise named administrative staff as required, ensuring that staff provide the best possible level of support to clinicians. This includes managerial supervision, delegation of tasks and responsibility for appraisal. • Coordination of multidisciplinary clinics and meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate • To be aware of the patients waiting times for allocated services by ensuring that patients are re-booked and seen both within waiting time targets and as necessary for clinical urgency, and to escalate to the Team Leader or Service Manager if this is not possible. • Processing and analysing urgent and non-urgent data requests from clinicians and senior manager