Job overview
We are looking for an enthusiastic, hard-working Admin to work within the Hounslow Community Health -Children's Services Team based at Heart of Hounslow. This is an exciting and challenging role in which you would have the opportunity to make a direct positive impact on the patient experience of the children, young people and their families.
As an ideal candidate, you would be organised and able to prioritise your work whilst maintaining accuracy and attention to detail. Strong communication skill would be valuable for this role. We're looking for someone who understands patient confidentiality although previous NHS experience is not essential, and you will receive training in the team until you have settled into your new role.
We can offer you opportunities for personal development within our friendly and supportive team. If you are looking for career progression, this is an excellent starter role to start you on your career path within the NHS If you believe you have the skills and enthusiasm we would love to hear from you.
*** please note you will be expected to work Monday to Friday 9am to 5pm **
As an Administrator, you will high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms, ordering supplies, unpacking and packing medical equipment and general administrative support to the Department.
Main duties of the job
Provide high quality administrative support to the Hounslow Children Services departments. This may include creating referral, validating data, booking /rescheduling / cancelling appointments, distributing clinic letters and reports, ending care/ Discharging patients, bookings meeting rooms and hospitality, ordering department supplies such as stationery plus any other ad hoc duties.
· Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages including System One.
· Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.
· Provide administrative support to projects being managed within the service as directed.
· Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead for short periods of time.
· Provide training, advice and support to new or less experienced employees on own administrative duties.
· Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.
· Provide excellent customer care to ensure timely, relevant advice and assistance to all service users.
Working for our organisation
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Detailed job description and main responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed
Person specification
Qualifications
Essential criteria
1. GCSE or equivalent qualifications in English and math’s
Desirable criteria
2. Formal administration qualification, e.g., Apprenticeship / NVQ 2.
Experience
Essential criteria
3. Effective working within multidisciplinary teams
Desirable criteria
4. Experience of working with local policies, procedures and use of NHS IT systems.
Knowledge
Essential criteria
5. Computer literate including emails and web portal.
6. Intermediate knowledge in the use of the Microsoft Office packages, specifically Word, Excel, PowerPoint and Outlook
Other Requirement
Essential criteria
7. Able to work as part of a team but to be able to manage your own workload independently, to understand priorities and communicate concerns.
8. Demonstrate excellent verbal and written communication skills with staff, patients, families, carers and professionals
9. Excellent attention to detail and accuracy
10. Able to establish links with other services and professionals.