Job summary
We are looking
to recruit an enthusiastic, hard-working, motivated and experienced
administrator to support the 0-19 Team.
You will
need to be confident in communicating with patients and families and excellent
organisational skills will be imperative. We are a friendly team who recognise
how integral the administrator role is to the day to day running of our
service.
You will
join a skill mix team delivering the Healthy Child Programme to children and
their families across the borough of Halton.
Our
service is evolving at pace so this is an excellent opportunity for applicants
who embrace change.
Main duties of the job
The post
holder will provide efficient and effective administration support to the 0-19
team.
Duties
will include communicating with patients and other professionals via telephone
and email. Collating and inputting data into Excel Spreadsheets accurately.
General office administration duties including scanning and printing. Liaising
with the duty health visitor and monitoring the duty inbox.
The
postholder will need to be confident in using their initiative, prioritising,
and organising their own workload within guidelines. They will also need to
have compassion and empathy for people who are contacting the service for
support.
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver our
NHS services in your local community.
They help us deliver our mission to improve local health and
promote wellbeing in the communities we serve.
After all, values are about people and they were
created in partnership with our staff to reflect what they felt was important
to them
Here at Bridgewater our shared values flow through the organisation.
P- Person-centred-We are passionate about individual needs and
promote independence in the healthcare we provide..
E- Empowered- We empower our people and encourage new ideas to deliver and create improvements in community care.
O- Open and Honest -We behave in a way that develops relationships
based on trust, openness, honesty and respect.
P- Professional-We support our people, so everyone has the right
skills and training to deliver outstanding patient care.
L- Locally Lead -We are always learning about our communities and
show great pride in being a local provider of health and care.
E- Efficient -We use our resources wisely to provide
sustainable and value for money healthcare for our patients.
Job description
Job responsibilities
1. To work as part of a skill mixed Health visiting service following agreed protocols.
2. To facilitate the weekly/monthly planning meetings.
3. To advise on and amend caseload weighting according to service need.
4. To maintain service processes and systems in line with policy and procedure.
5. To follow process with post ensuring all information maintained confidentially, processed appropriately and relevant staff informed.
6. To assist health visiting team with processing of information received via Team NHS mail box account, signposting any messages/referrals appropriately.
7. Prepare appointments as required.
8. To update client records, liaise with other internal and external departments, collate accurate details and ensure these are recorded appropriately.
9. To deal with issues of a sensitive nature (Child Protection) observing security of information and confidentiality following Trust Policies and Procedures
10. To provide cover for colleagues during annual leave and sickness absence.
11. To ensure telephone calls and messages are accurately recorded and responded to and queries dealt with appropriately
12. To take accurate action notes and minutes as required and distribute correspondence, minutes and other documents, as required
13. To support the Team in the completion of any required reports/assessments (i.e. typing and formatting of documents) as required.
14. To arrange meetings and maintain diaries highlighting diary conflicts as required
15. Contact clients to make appointments and ensure that the correct administration processes are undertaken/followed up.
16. To manage, maintain and adapt information databases
17. Produce health education material as required
18. To maintain an ordered and organised office environment.
19. To support and induct new staff as required & provide supervision to new/junior staff if required.
20. To lead and co-ordinate administrative team meetings.
21. To monitor and record data as requested for service development and audit purposes.
22. To identify and maintain stock levels of stationary and other stock and non-stock consumables required within the service.
23. To utilise computerised data entry programmes such as Excel, to enter, store and retrieve information as requested and summarise data in preparation of standardises reports.
24. To be responsible for transmitting messages and documents through the organisation systems safely and securely e.g.via Systm1 /fax/email/scanning.
Record Keeping
- Maintain strict confidentiality for all clients.
- To take responsibility for managing and maintaining child health records according to trust policy and local standard operating procedure. (Paper based or electronic)
- To ensure all filing is undertaken in a timely and organised manner.
- To ensure all scanning is undertaken in a timely and organised manner onto the Electronic Patient Records.
- To retrieve and return records on the request of the Team
- Maintain record keeping skills and knowledge by undertaking regular training.
- To be responsible for the transfer of and archiving of health records as required.
- To action admin tasks within Systm1
IT Skills
- To utilise exemplary IT skills.
- To input information using Systm1appropriately and within policy and guidelines.
- To ensure that the database for appointments is being operated efficiently and effectively and that all letters and appointments are produced on a regular basis, if required.
- To maintain competence around new IT developments/tools
Communication
1. To ensure a friendly and welcoming point of contact to service users and other professionals, giving prompt attention to their requests, directing enquiries and signposting as appropriate.
2. To deal with information in a tactful, sensitive and strictly confidential manner, showing empathy and judgement, in liaison with appropriate professionals as required.
3. To liaise with administrative staff within Bridgewater, the Local Authority and schools as required.
4. To develop and maintain excellent working relationships with colleagues.
Organisation of work
- Organises own workload effectively, ensuring a good use of time to support an efficient and timely service is delivered to children young people and families by the wider team.
- Submits accurate performance data on a monthly basis and in a timely manner.
Leadership
- To contribute to effective communications with patients, relatives and members of the Team
- To attend and participate in team meetings
- Engages with and contributes to the development of the service.
- Assists in research and audit projects as required.
- To develop and maintain own skills and knowledge using a competency framework to ensure effective care delivery
Supervision and Development
- Attends for 1:1 supervision with the Team Leader/line manager
- Attends and partakes in group clinical supervision.
- Participates and engages with Personal Development Reviews identifying any training needs and ensuring they are met.
- Attends relevant in-service training and other courses, and study days.
- Completes mandatory training requirements annually.
- Assists in the education of learners and support of newly appointed staff.
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
- RSA Level 3 or equivalent within administration
- ECDL or equivalent
Desirable
- Degree/further education in administration
Skills and Knowledge
Essential
- Excellent Report writing skills
- Excellent written verbal and communication skills with the ability to demonstrate fluency, clarity and effectiveness
- Advanced Computer literacy skills
- Ability to problem solve
- Ability to prioritise and meet deadlines and manage a challenging workload with minimum supervision
- Be able to work on own initiative
- Understanding of safeguarding
Experience
Essential
- Has worked collaboratively across teams, agencies, and organisational boundaries
- Previous experience of working within a Team environment
- Experience of undertaking a full range of administrative and clerical duties.
- Development and maintenance of spread-sheets and databases/Microsoft packages
- Clinical data inputting
Desirable
- Previous experience of ordering stock and non stock items through requisition and procurement.
- Experience working with Systm1 Electronic Patient Record.
Additional Criteria
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:
Job Specific Requirements
Essential
- The ability to travel independently across the Trust
- The ability to work flexibly in accordance with service needs
Right to Work
Essential
- Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable)
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.
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 .
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 .
Employer details
Employer name
Bridgewater Community Healthcare NHS Foundation Trust
Address
Bridgewater Community Healthcare Trust
Lister Road
Runcorn
WA7 1TW