Children in Care Administrator

The post holder will work alongside the Community Neurodevelopmental Service (CNP) and partner agencies across East Lancashire and Blackburn with Darwen to provide a comprehensive administrative service. This will include arranging appointments, distributing and completing paperwork within statutory timescales. It will also include the coordination of the completion and distribution of requests for Statutory Health Assessments for Special Educational Needs and Initial Health Assessments. The post holder will also support with the holistic assessment of Autism Spectrum Disorder for children and young people 0-18 through the management of referrals, sending out of invites and distribution of the required paperwork, coordination of the assessment meetings within the CNP Team and other multi- disciplinary agencies to ensure effective services are provided.,

• Manage and prioritise enquiries and queries from various client groups, both face to face and via the telephone, email and written correspondence
• Open and prioritise general correspondence, post and email, ensuring that urgent matters are raised with the appropriate professional. Distribute all mail to relevant staff
• Retrieve and prioritise correspondence received by e-mail or mail (which is often of a highly sensitive and confidential nature) to ensure that urgent correspondence receives prompt attention.
• Monitor CNP email systems (for example ASD pathway, SCDP email systems ADHD referrals) and handle requests, coordinate the receipt and distribution of requests for various referrals & reports within our service ensuring time frames are met and breaches are accurately recorded and escalated.
• Ensure that data is updated in a timely manner on the relevant recording systems to ensure waiting lists are maintained for children awaiting diagnostic assessment (for example referral and attendance at appointments for ASD assessment, IHA appointments, QB testing and SCD panel) to ensure current and accurate information is available for reporting
• Transcription of handwritten or e-mail reports/correspondence, using word processing packages, for the CNP team; within a given timescale, which will include collating reports for referrals, reviews, assessments, clinics and other relevant correspondence.
• Book appointments and rooms for health assessments and diagnostic assessments liaising with relevant Consultants and Practitioners as required to ensure timescales are met. Utilising Winscribe to send out relevant invites to child and family, parent/carer, social worker and relevant health professionals as required.
• Collection and distribution of completed paperwork to the relevant personal in a timely manner as required.
• Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of consultants and the clinical team. At all times be helpful, patient and sensitive with parents, carers and relations of the children
• Deal with enquiries which may be of a sensitive nature, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquiries, ensure that relevant guidelines or protocols are followed.
• Prepare and circulate agenda including any relevant reports or information for regular meetings. Take and produce and distribute minutes and any attachments as required.
• Manage the availability of medical records utilising tracking systems and the filing of documentation. Ensure all reports are seen and signed by Clinician prior to filing in case- notes.
• Establish and maintain efficient office systems, including filing systems and maintain a booking out and/or booking in system for case-notes.
• Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means.
• Input data into excel and patient administration system, 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.
  
  We are looking for an organised and experienced Administrator to join our Children in Care (CIC) Team. This is a full time post for a fixed term period of 12 months to cover maternity leave., GCSE English at Grade 4 or above or equivalent level of skill
• RSA/OCR II Typewriting or RSA/OCR Audio Typewriting Stage I or equivalent experience
• Computer literate (use of Microsoft packages including Word & Excel)
Desirable criteria
• ECDL or equivalent IT qualification, 12 months admin or secretarial experience, Experience of booking and coordinating clinic capacity, Data entry experience
• Good organisational skills
Desirable criteria
• Knowledge of medical terminology
• Experience using the hospital's EPR (Cerner)
  
  At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., The CIC Team is part of our Community Neurodevelopmental Paediatric (CNP) Directorate as part of the Family Care Division. The post is based at Holly House, Acorn Health Centre in Accrington., The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.
We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust
• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.
Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £42.90 and for a Standard Disclosure £22.90 which includes a small handling fee.