Children's Community Nursing Service Team Administrator

Children's Community Nursing Service Team Administrator Band 3

Main area CYP Grade Band 3 Contract Permanent Hours Part time - 22.5 hours per week Job ref 197-RF8206-A

Site Kaleidoscope Children's Centre Town Catford Salary £25,760 - £27,476 per annum pro rata plus HCAS Salary period Yearly Closing 02/07/:59

Job overview

The Children's Community Nursing Service is seeking a motivated and organised Team Administrator to provide comprehensive non clinical administrative support across the service. The post holder will play a vital role within the administration hub, supporting multiple community nursing teams by coordinating referrals, booking and managing appointments, and ensuring accurate, timely communication with families, clinicians, and partner services.

This role is essential to the effective running of the service, enabling nursing staff to focus on delivering high quality, face to face clinical care to children and young people in the community. The Team Administrator will work collaboratively with colleagues to maintain efficient service flow, support timely access to care, and contribute to a positive experience for patients and families. Strong organisational skills, attention to detail, and the ability to manage competing priorities in a busy environment are key to success in this role.

Main duties of the job

• First point of contact for telephone, email and face to face for children, young people and their families, visitors and professionals, ensuring that messages are passed on appropriately and in a timely manner.
• Interact with a multidisciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgments to be made under minimal supervision; maintain patient confidentiality at all times.
• Register patient details on RiO ensuring a high level of data accuracy.
• Add referrals and discharge on RiO system; document activities in RiO system.
• Deal with email and telephone enquiries for the teams as appropriate.
• Book clinic and follow up appointments as required.
• Send reminder text or telephone call for upcoming appointments.
• Arrange face to face/teams meetings and book clinic rooms.
• Monitor generic email account and forward clinical documents when needed.
• Support administration duties such as answering phone, cancellation emails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
• Provide cover for colleagues during annual leave, sickness and busy periods.
• Attend additional training as required and assist new staff with training.

Detailed job description and main responsibilities

• Take messages ensuring complete confidentiality in accordance with Trust policy.
• General filing duties as required.
• Accurate data entry.
• Ensure all notice boards are up to date and tidy in consultation with Matron; provide cover for the above duties across all sites as required.
• Be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc when required.
• Maintain confidentiality at all times.
• Book translators when requested by the teams ensuring they are given a relevant code for the service.
• Be aware of existing processes and offer suggestions for improving services.
• Take minutes as required.
• Any adhoc typing required, i.e. letters etc.
• Track Medical records on iCare.
• Ensure all Mandatory training is undertaken in a timely manner.
• Any other equivalent duties consistent with the level and purpose of the post.

Qualifications and Training

• GCSE English Language or equivalent
• Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
• Clear handwriting and spelling
• Numerate
• NVQ Business Administration - Level II or equivalent
• RSA II
• Certificate in Office
• ICare Trained
• Knowledge of RiO system

Experience

• Previous experience of working in a busy environment
• Previous experience in an admin role
• Previous experience of working in a busy environment in a healthcare setting
• Experience on the ICare System and Electronic Discharge Summaries System
• Previous experience of minute taking

We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+.

Please note: Information provided during recruitment and pre employment checks must be accurate. Misrepresentation may be investigated as fraud and could lead to withdrawal from the process, professional sanctions, or criminal action.

Please note: that sponsorship under the Skilled Worker route is subject to Trust allocation and UK Visas and Immigration (UKVI) approval.