Job summary
We are looking for a proactive and organised Administrator to join our small and friendly Parent-Baby Emotional Wellbeing (PBEW) team in Waltham Forest.
The Parent-Baby Emotional Wellbeing (PBEW) Service is a borough-wide triage and therapeutic holding service supporting families during pregnancy and the first two years postpartum. It offers early identification, emotional wellbeing support, and time-limited therapeutic work while clients are awaiting or transitioning into other pathways such as Talking Therapies, PPIMHS, or Family Hubs.
This role is ideal for someone who is looking for shorter, flexible working days across a five-day week and wants to make a meaningful contribution to supporting families in the perinatal period.
This 22.5 hour post is offered as a fixed-term contract until June 2027.
The Care Group reserves the right to close this advert early where we have received a high number of applications, and we encourage candidates to submit their applications promptly.
Main duties of the job
- You will provide vital day-to-day administrative support to ensure the smooth running of the PBEW service.
- You will coordinate the duty desk, manage diaries and appointments, support data collection, and be a key point of contact for families and professionals.
About us
Tower Hamlets GP Care Group (The Care Group) was incorporated as a community interest company limited by shares in September 2014. Every general practice in Tower Hamlets owns one share of £1. The Care Group was formed to manage borough level contracts on behalf of the practices, deliver primary care led services and support general practices, and to be the provider voice of primary care in the wider health and social care system.
Read up more about Tower Hamlets GP Care Group, click here: https://www.gpcaregroup.org/
The Care Group is also a member of Tower Hamlets Together, a place-based integrated partnership, which includes Bart's Health, East London NHS Foundation Trust, the London Borough of Tower Hamlets and the Council for Voluntary Services.
Click here to know more about Tower Hamlets Together partnership- https://www.towerhamletstogether.com/
The key priorities for the Care Group are:
Innovation and support for primary care
Being a great place to work
Integrating primary and community care
Providing of high-quality cost-effective care to local people
Influencing improvements in health outcomes
Job description
Job responsibilities
Main duties and responsibilities
Referral Collection
Receive and collect all daily referrals for the PMHT service from various sources.
Review and Initial Screening
- Review referrals to ensure completeness and necessary information.
- Contact referrers for missing details or clarification if needed.
Data Entry onto Clinical EMIS System
- Accurately and promptly enter referral information into the clinical EMIS electronic health care record system.
Triage and Allocation Meeting List:
- Maintain a list of referrals for triage and allocation.
- Assist in scheduling allocation meetings, inviting team members, and ensuring an up-to-date referral list for discussions.
Delegation
- Record allocation decisions made during team meetings and update referral status accordingly.
Phone Management
- Act as the first point of contact for the service, providing initial triage for calls and directing information to the appropriate professionals.
SPA/Service Email Inbox
- Receive and respond to referral requests, translating them into incoming referrals and registrations for the PMHT service.
- Direct general requests to clinical staff and managers.
Create New EMIS Records
- Generate new EMIS records and inform team members as needed.
Follow Admin and service related organisational SOPs:
- Adhere to standard operating procedures to ensure efficient workflow.
Maintain Safeguarding Notifications
- Upload relevant reports/information and disseminate as required.
Equipment Procurement
- Process and order equipment such as PPE and stationery using the Zahara invoicing system.
Appointment Communication
- Send out family appointment letters, reminders, and text reminders to clients.
Liaison with Partners
- Collaborate with 0-19 teams, Family Hubs, Children & Family Centres, schools, and other partners as necessary.
EMIS System Housekeeping
- Keep service boxes across 0-19 services within the EMIS system up-to-date and organised.
EMIS Searches and Reports
- Create, develop, maintain, and update EMIS searches and reports to track performance against monthly and quarterly targets for localities and teams.
Person Specification
Skills and Abilities
Essential
- Excellent interpersonal and communication skills to deal courteously and effectively with staff, partners, and the public.
Skills and Abilities
Essential
- Accurate data entry and information-handling skills, including working knowledge of email and clinical databases (or willingness to learn EMIS).
Experience
Essential
- Minimum of two year's experience in a healthcare or office setting performing administrative or clerical tasks.
Skills and Abilities
Essential
- Proven ability to organise and prioritise workload and use initiative independently.
Knowledge
Essential
- Confident in using Microsoft Office applications including Excel, Teams, Outlook, and Word.
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.
Employer details
Employer name
Tower Hamlets GP Care Group
Address
Chingford Health Centre
109 York Road
London
E4 8LF
United Kingdom
Employer's website
https://www.gpcaregroup.org/section/387/Home (Opens in a new tab)
Administrator (Parent-Baby Emotional Wellbeing Service) in London employer: Tower Hamlets GP Care Group
Tower Hamlets GP Care Group is an exceptional employer, offering a dynamic and supportive work environment that prioritises the well-being of both employees and the communities they serve. With a strong focus on professional development, you will have ample opportunities to grow your skills while making a meaningful impact in the lives of children and families in Waltham Forest. The flexible and remote working options further enhance work-life balance, making it an ideal place for those seeking a rewarding career in healthcare.
Contact Details:
Tower Hamlets GP Care Group Recruitment Team
