Overview
CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run. Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.
To help your onboarding go smoothly, internal applicants should: use their NHS.net email address in their TRAC profile; ensure your application is marked to show that you are a current CNWL staff member. Applications using personal email addresses will not be recognised, and the process simply won’t work. There is also a charge to change new starter personal email addresses to their nhs.net address. Before you apply, log into TRAC and update your email to your NHS.net address, check your application details and ensure you are identified as an internal applicant. This small step helps avoid major problems later.
Senior Administrator – Harrow Children’s Safeguarding Service
NHS AfC: Band 4
Main area: Administrative and Clerical; Grade NHS AfC: Band 4; Contract: Permanent; Hours: Full time - 37.5 hours per week (Monday to Friday); Job ref: 333-G-HCS-1154
Site: Alexandra Avenue Health and Social Care Centre; Town: Harrow; Salary: £32,199 - £34,876 per annum including HCAS (pro rata P/T); Salary period: Yearly; Closing: 04/11/2025 23:59; Interview date: 20/11/2025
CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. For more information on these and other benefits of working for us, see our Benefits, Reward and Wellbeing page.
Become part of our team. We care for you as much as you care for others.
CNWL NHS Foundation Trust are committed to safeguarding all children and vulnerable adults and expect all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.
Job overview
An exciting opportunity has arisen for an experienced Administrator to join Harrow 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 the Paediatric Consultants team, with responsibility for monitoring and supporting the Safeguarding Pathway.
The candidate needs to have good time management skills, be self-motivated with a positive attitude. In addition to these skills all administrators need to be customer focused, have an excellent telephone manner and proven IT skills, including experience in using Microsoft programmes, such as Excel, Word and Outlook. Knowledge of Systm1 would be an advantage.
Main duties of the job
The post holder is responsible for ensuring the smooth operation of services and facilities, providing a highly effective and competent level of administration support which is essential to the running of the Harrow Children’s Safeguarding Service.
The postholder will co-ordinate the administrative functions of the Safeguarding pathway on a day to day basis working closely with the Paediatric Consultant team and broader clinical team to ensure effective administrative support.
The postholder will liaise with service users, families, health and social care professionals, ensuring an efficient, high standard of communication is carried out at all times.
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. They will need to use their initiative and make decisions in their Manager’s absence.
The post holder will supervise a small team of administrative staff. This includes managerial supervision, delegation of tasks and responsibility for appraisal.
The postholder will provide administration support and cover for the rest of the administrative team.
The post holder will have excellent interpersonal skills and have the 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.
Working for our organisation
An exciting opportunity has arisen for an experienced Administrator to join Harrow Children’s Services administration team. We seek a highly motivated, experienced and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.
This is a permanent position within the service for 37.5 hours per week, Monday - Friday.
The Harrow Community Paediatric Team provides specialist care for children and young people (0–18 years) registered with a Harrow GP.
The team focuses on developmental and neuro-disability needs and works within a multidisciplinary framework.
The successful applicant will be joining a friendly, forward thinking team and will need to demonstrate resilience, identify areas for improvement, work to deadlines and use their initiative to manage conflicting priorities.
There is a well established support, supervision and appraisal system in place which enables the successful candidate to enhance their personal development plan.
Detailed job description and main responsibilities
MAIN DUTIES AND RESPONSIBILITIES
Taking on lead responsibility for the administration of the Harrow Safeguarding Service within and delegating tasks as appropriate.
* Providing input into the development and maintenance of Standard Operating procedures for the services for which the postholder holds the primary responsibility.
* Supporting the clinical staff within the safeguarding team to provide a safe and effective service.
* Coordination of multidisciplinary meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate
* To assist clinical staff in ensuring key performance indicators are met by ensuring that robust processes are in place, and to escalate to the Named Nurse or Service Manager if this is not possible.
* Processing and analysing urgent and non-urgent data requests from clinicians and senior managers.
* Processing multidisciplinary referrals through management of shared inboxes and on SystmOne.
* Supporting with routine, urgent or complex information-gathering for areas of the service where this is required and utilising supervisory support from a clinician as appropriate
* Processing urgent and / or complex documents on Dictate IT or other similar dictation software
* Performing complex SystmOne tasks – for example the management of waiting lists, and the creation of new SystmOne templates and editable letters
* Being responsible for ensuring that data on pathways is up to date and has been completed correctly.
* The post holder will meet regularly if required with the Clinicians to collate and validate the status of patient pathway data.
* The post holder must ensure that all patient identifiable information is stored securely on the network drive.
* Demonstrate excellent written and verbal communication skills. Communicate professionally and effectively with a variety of people at all levels both internally and externally.
* Collating and analysing data from Friends and Family Test and other patient surveys.
* Incident reporting and feedback including support for inputting Datix’s.
* To contribute to covering the duties of the admin manager in their absence as required.
* To cover the duties of other administration staff and to perform less complex tasks across teams as required.
* To demonstrate a commitment towards their own personal development
* To ensure that patient confidentiality is maintained and confidentiality with regard to the business of the services at all times. The post-holder will have to receive, provide and process a wide variety of sensitive, contentious and highly confidential information, which should be processed professionally in line with the nature of the information in question
* To undertake any other duties commensurate with grade and status
Person specification
Experience
* Significant experience of working in an administrative capacity
* Knowledge of the database System 1
* Understanding of Equal Opportunities and Diversity
* Understanding of Data Protection / Confidentiality
* Experience of working in an NHS setting
* Previous medical secretary experience
* Knowledge of Harrow children’s services.
Qualifications and Education
* GCSE or equivalent in English and Maths
* NVQ3 in customer service, office administration or relevant subject. BTEC Level 3 or equivalent
Skills and abilities
* Demonstrable knowledge of MS Word, Outlook and Excel
* Excellent written and verbal communication skills
* Ability to prioritise own workload
* Ability to work within a team
* Able to deal with difficult / emotional callers
* Accurate data entry and typing skills
* Excellent written and verbal communication skills
* Ability to work unsupervised
* Demonstrable knowledge of System 1 database
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
* Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.
* Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system
* Our Agenda for Change employment contracts are subject to a contractual 13 week probationary period.
* If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system.
Employer certification / accreditation badges
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.
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