Children's Community Nursing Service Team Administrator
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.
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement.
Main duties of the job
* Be the 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 while maintaining patient confidentiality at all times.
* Register patient details on RiO ensuring a high level of data accuracy.
* Add referrals and discharges 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/team meetings and book clinic rooms.
* Monitor generic email account and forward clinical documents when needed.
* Participate in administration duties such as answering the phone, cancellation emails, post, date stamping, photocopying, and 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.
Job responsibilities
* General Administration/Clerical: 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 the Matron.
* Provide cover for the above duties across all sites as required.
* Be aware of Trust Complaints Procedures and be able to act accordingly, assisting in the process by obtaining medical notes, photocopying and scanning 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 ad hoc typing required, e.g. letters.
* 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
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Matron for Children's Community Nursing Service
£25,760 to £27,476 a year per annum pro rata plus HCAS
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