Job summary
Please note this post is internal to North Cheshire and Mersey employees.
We are seeking a dynamic and forward-thinking Band 4 Administrative Coordinator to join our Neurodevelopmental Pathway (NDP) team. In this vital role, you will act as the administrative backbone of our service, coordinating complex administrative processes and managing patient pathways to ensure our clinics run smoothly. This is a challenging but deeply fulfilling environment where your daily work directly impacts the care and experience of children, young people, and their families.
As our administrative coordinator, you will track and manage patient journeys from initial referral all the way through to final discharge. You will act as the primary point of contact for families, clinicians, and external agencies, making outstanding communication skills essential. Your role will also involve supporting multidisciplinary team meetings by supporting the NDP coordinator in preparing agendas, taking accurate minutes, and tracking critical action items as well as completing daily administrative tasks and accurately managing waiting lists.
If you think you have the right skill set, and you have a passion for getting it right first time then wed like to hear from you.
Main duties of the job
Job Purpose:
To be responsible for the day-to-day provision of comprehensive administrative support to the directorate/clinical services and associated health professionals; the post holder will actively participate and contribute to the development of the service;
Supervision of all administrative/secretarial staff within defined parameters.
Responsible for ensuring the delivery of high quality, patient centred administration services.
Support the administration team to act as a point of contact for families, ensuring easy access to appropriate information from administrative staff
Support the administration team to organise additional needs panel dates and room bookings and ensure all attendees are aware of cases being discussed prior to meetings and have received all the appropriate case information.
To ensure all paperwork required for panels is available for the meetings.
To ensure the process for recording decisions and outcomes achieved is implemented by the administrative staff attending panel meetings, using a suitable electronic template.
To support effective communication with families and other agencies by ensuring health support plans and reports are in one typed template.
To support data management by identifying where diagnosis codes have not been entered onto SystmOne and ensuring these are actioned
About us
Flexible working will be considered for all roles.
North Cheshire and Mersey NHS Foundation Trust (NCM) serves more than one million residents across the Halton and Warrington boroughs and the wider North West region.
Bringing together community and out-of-hospital services (formerly provided by Bridgewater Community Healthcare) with inpatient and elective care (formerly Warrington and Halton Teaching Hospitals) we provide services at two hospital sites and more than 70 community hubs and facilities.
Our mission, vision and values are at the heart of North Cheshire and Mersey NHS Foundation Trust (NCM).
They underpin everything we do and everything we aspire to be as an organisation.
Our mission
We will be exceptional for our patients, our communities and each other
Our vision
We will be a great organisation providing excellent healthcare and opportunities to work and learn
Our values
- Kind: We are caring, supportive and respectful to everyone
- Open: We are honest, transparent and open to new ways of working
- Fair: We listen, value our differences and are inclusive to all
- One team: We work well together and with our communities
Job description
Job responsibilities
Job Purpose:
- To be responsible for the day to day provision of comprehensive administrative support to the directorate/clinical services and associated health professionals; the post holder will actively participate and contribute to the development of the service;
- Supervision of all administrative/secretarial staff within defined parameters.
- Responsible for ensuring the delivery of high quality, patient centred administration services.
- Support the administration team to act as a point of contact for families, ensuring easy access to appropriate information from administrative staff
- Support the administration team to organise additional needs panel dates and room bookings and ensure all attendees are aware of cases being discussed prior to meetings and have received all the appropriate case information.
- To ensure all paper work required for panels is available for the meetings.
- To ensure the process for recording decisions and outcomes achieved is implemented by the adminisative staff attending panel meetings, using a suitable electronic template.
- To support effective communication with families and other agencies by ensuring health support plans and reports are in one typed template.
- To support data management by identifying where diagnosis codes have not been entered onto SystmOne and ensuring these are actioned
- To ensure health submissions for Education Health and Care Plans and Child in Care (CIC) reports are submitted to the Local Authorities in the appropriate time scales
- To support the NDP Coordinator/Team Leader in developing a central booking system to have an efficient approach to appointment management
- To support the administration team to request Health Visitors / other health professionals attendance at childrens medical appointments where required
- To work using own initiative, without direct supervision, with support/ advice available from line manager if required
- To deal with complaints/queries to the service with tact and sensitivity and be first point of contact
- Ensure effective communication mechanisms and procedures are in place to meet the needs of services and their patients
- Deputise for NDP Coordinator/Team Leader as appropriate
Duties and Responsibilities:
- To supervise the admin/secretarial staff on a day to day basis in accordance with Trust policies.
- To prioritise the admin/secretarial workload and delegate work appropriately ensuring that time scales are met.
- To ensure that each services/venue is appropriately staffed on a day-to day basis. Rostering of staff to ensure adequate skill mix
- To liaise with multi agencies teams and stakeholders regarding administration issues.
- Assist the NDP Coordinator/Team Leader in implementing Trust policy as relating to attendance, including sickness, absence, annual leave and study leave. To undertake return to work interviews and refer to Occupation health as required
- Assist the NDP Coordinator/Team Leader in implementing Trust policy as relating to capability and discipline , including participation in staff development plans , informal conduct agreements
- Assist the NDP Coordinator/Team Leader with recruitment and selection, including reviewing of applications and interviews
- To undertake personal development reviews and support staff where training issues have been identified,
- Ensure staff compliance with all statutory and mandatory training
- To be responsible for signing the time sheets for temporary/agency /bank staff
- To act as communication link between NDP Coordinator/Team Leader and staff and to make management aware of any on-going service issues and identify any potential problems
- To support the NDP Coordinator/Team Leader with any administration projects, including the development, implementation and reviewing of new systems; capacity and demand planning
- To hold monthly meetings with staff groups to cascade team brief information and to ensure that all new policy and procedural information is understood and implemented throughout the departments. To undertake staff 1:1s.
- To deputise for NDP Coordinator/Team Leader at meetings as appropriate
- Ability to deal with sensitive and distressing information.
- To be responsible for the collection of activity and waiting time figures on behalf of Trust
- To act as Super User for electronic patient booking systems.
- To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system
- To ensure compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises;
- To carry out work place assessments to meet Health and Safety standards as required
- To ensure that security arrangements at Trust premises are adhered to.
- To ensure that staff report any faults, or building defects to the Facilities management Helpdesk
- To ensure that the asset register for facilities management is updated and maintained
- Responsible for ensuring the timely submission of requisitions and year end statistics.
- Act as authorised signature for petty cash, postage stamps ensuring all standard financial instructions are adhered to.
- To ensure that inductions are carried out for all new members of staff and service users who may work within the post holders services i.e. that includes fire procedures, facilities of the building and general rules and procedures within that location have been completed.
- To adhere to Bridgewater policies and propose changes to working practices for own area;
- As a last resort, due to shortfall/absence in administrative support, to give administrative assistance at site locations as required to ensure business continuity
- To undertake delegated duties commensurate with the banding.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the organisation
Person Specification
Qualifications
Essential
- NVQ4 in Business Administration or Customer Care
- Or equivalent.
- Good standard of general education, minimum GCSE level (or equivalent) including maths & English
- RSA Level 2 in typing or equivalent.
- ECDL or equivalent.
Desirable
- Audio typing qualification
- Proven experience in Customer Care
Skills and Attributes
Essential
- Good knowledge of Microsoft Word and other Microsoft packages including external databases and software systems
- Ability to motivate
- others
- Ability to work on own initiative.
- Good organisational skills
- Good keyboard skills.
- Exhibit good negotiation skills
- Exhibit good diplomacy skills
- Ability to prioritise workload of self and others and delegate appropriately
- Ability to exercise judgement in sometimes pressurised circumstances when dealing with staff/patient enquiries
- and resolve staff/patient queries/problems promptly
- Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
Desirable
- Knowledge of COSHH regulation, health and Safety, Data Protection Act and Calidcott standards.
Experience
Essential
- Experience of dealing with members of the public and other professional groups.
- Minimum of 2 years experience of working as a supervisor.
- Previous experience of carrying out staff personal development reviews
- Ability to work to and meet tight deadlines.
- Experience of working in a pressurised environment.
Desirable
- Experience of working in a clinic/ office environment.
- Previous experience of working within the health or social sector.
- Previous experience of using an appointment booking system.
Job Specific Requirements
Essential
- The ability to travel independently across the Trust and to work flexibly in accordance with service needs
- Ability to
- communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
- Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made
- Self-motivated and able to work under a range of pressures.
- Maintenance of confidentiality and diplomacy at all times.
- The ability to work flexibly in accordance with service needs.
Right to Work
Essential
- Do you currently have the unrestricted right to work in the UK?
- If appointed, will you require sponsorship under a UK work visa route (now or in the future)?
- Please note that sponsorship is not available for all roles. Sponsorship will only be considered where the post meets the relevant UK immigration requirements and where the organisation determines that sponsorship is appropriate for the role.
Relationships
Essential
- If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
North Cheshire and Mersey NHS Foundation Trust (BCH)
Address
Child Development Centre
Crow Wood Lane
Widnes
WA8 3NA
United Kingdom
Employer's website
Administration Co-ordinator in Widnes employer: BCH
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