Salary: £21,333 (FTE £25,000) Hours: 32 Hours Per Week - Monday to Friday Location: Russell House, Huddersfield Responsible to: Service Funding and Data Manager Responsible for: N/A Benefits: Entry into Peoples Pension, death in service benefit (3 x salary), out of pocket expenses, free on-site parking, free access to confidential and extensive wellbeing support, generous holiday entitlement (26 days plus bank holidays rising to 31 days after 5 years, pro rata for part time), free tea / coffee, sight tests and flu jabs and excellent learning and development opportunities. OVERVIEW OF ROLE At Forget Me Not, we provide care that is tailored to meet the individual needs of each child and each family, when they need it the most. But to do that effectively, we need systems that run smoothly. And that’s where you come in As our highly-organised, and detail-focused Care & SystmOne Administrator, you’ll help keep our records up to date, make sure everything is compliant, and support our care teams in using SystmOne. You'll be responsible for managing and maintaining records in SystmOne, ensuring all data is accurate and secure as well as providing comprehensive admin support to the care team, helping with scheduling, reports and documents. You'll also assist with data reporting and analysis to help improve our services. An experienced administrator who’s worked in a healthcare setting and is proficient in using SystmOne, you’ll have excellent communication skills and a proactive, problem-solving approach. Experience of the digitalisation of administrative duties would also be helpful. If you want to be part of a passionate and supportive team and be able to put your expert administrative skills to good use making a real difference to local children and their families, then we want to hear from you For an informal chat about the role, please contact Laura Blackford on 07442 360870 JOB DESCRIPTION Role Summary Our vision is to deliver pioneering care through pregnancy, childhood and loss, wherever families need us, whatever the future holds. As Care and SystmOne Administrator, you will support the care and management team by providing comprehensive administrative support, as well as managing and developing the SystmOne system to maximise productivity and efficiency. To find out more about working for Forget Me Not Children's Hospice please see our recruitment pack Main Duties and Key Responsibilities Care Team Administration • Undertake administrative duties such as taking minutes, filing, responding to telephone enquiries, typing letters/reports. • Set up and facilitate meetings (digital or in-person). • Create and maintain filing, archiving, and office systems. • Arrange meetings, appointments, travel, room bookings, and conference facilities. • Provide administration for the referral panel. • Set up NHS emails and maintain the database. • Support the care team with job requests and ensure completion. • Manage and assist with bookings for clinics, short breaks, and FST groups. • Maintain and organise records, files, and documents related to hospice operations and patient care. • Support the training and development of hospice staff by organising training sessions, preparing resources and maintaining training records. • Ensure compliance with regulations and standards, including maintaining records for audits and inspections. • Support HR with information for payroll. SystmOne Activity • Manage, maintain, develop, and implement SystmOne functions. • Ensure adequate service coverage and expert advice, especially during absences. • Coordinate and support FMN Champions to develop workforce capacity and capability. • Create/adapt SystmOne templates for all hospice departments. • Maximise productivity and efficiency using SystmOne. • Develop and use templates to monitor and measure service delivery and capacity. • Test and adjust templates to meet local and national standards. • Develop and maintain user manuals and guidance notes. • Test systems to ensure they are fit for purpose. • Investigate and expand SystmOne functionality for value and effectiveness. • Assess training needs for SystmOne users and inform training requirements. • Ensure best practices and appropriate training materials for SystmOne use. • Coordinate and prepare training facilities and materials. • Log issues with Registration Authority. • Assist with smartcard registration, renewals, and repairs. • Work with Data Analyst and Data Manager to improve system functionality and data quality. • Keep FMN systems updated and integrated with external healthcare systems. • Support information governance lead with policies and procedures for electronic records. • Ensure compliance with information governance standards and GDPR. All employees are also expected to undertake any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading, as requested by your line manager or his/her higher level of authority. For all of our roles we expect employees to abide by the expectations set out within the Together for Families Framework ( click here ). Complying with Together for Families means that we will all act with integrity to ensure we are trusted the people we care for, the people we work with and everyone who supports Forget Me Not. PERSON SPECIFICATION Skills and experience Essential: • Experience of working in a healthcare/NHS workplace • Ability to provide secretariat function • Ability to work with all members of the multidisciplinary team in challenging circumstances • A problem-solving approach that results in sustainable service improvements • Experience of delivering good customer or patient care • Experience using computer software programmes such as Microsoft Office, email and internet • Excellent interpersonal skills and the ability to communicate effectively orally and in writing • A team player with a flexible approach to the changing priorities of risk • Ability to make sound decisions and escalate appropriately • Good time management skills • High standard of accuracy and level of initiative • Flexibility and able to adapt to change • Experience of using and building SystmOne • Experience of digitalisation of administrative duties. Desirable: • Experience of involvement in projects Education / qualifications Essential: • NVQ3 or equivalent in Business Administration / or ILM qualification or equivalent • Sound educational background (4 GCSE’s, grade C or above) • IT skills qualifications Desirable: • Project Management qualification 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. Equality and Diversity Please note that we are committed to equality and diversity and make the following pledge in relation to our recruitment practices; We will actively encourage and support under-represented groups to join us as employees We will always interview you if you are an applicant with disability who meets the essential requirements of the job and will provide adjustments to the recruitment process if required. We are committed to supporting part time and flexible working; we will consider part time working requests for all our roles Please click here to view our full equality, diversity and inclusion pledge