Administrator

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.

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.

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

Details

Date posted

13 October 2026

Pay scheme

Other

Salary

£29,626 a year

pro-rata

Contract

Fixed term

Duration

6 months

Working pattern

Part-time,

Flexible working

Reference number

E0136-26-0028

Job locations

Chingford Health Centre

109 York Road

London

E4 8LF

United Kingdom

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.

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.

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)

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)

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.

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.