Job summary
We are lookingto recruit an enthusiastic, hard-working, motivated and experiencedadministrator to support the 0-19 Team.
You willneed to be confident in communicating with patients and families and excellentorganisational skills will be imperative. We are a friendly team who recognisehow integral the administrator role is to the day to day running of ourservice.
You willjoin a skill mix team delivering the Healthy Child Programme to children andtheir families across the borough of Halton.
Ourservice is evolving at pace so this is an excellent opportunity for applicantswho embrace change.
Main duties of the job
The postholder will provide efficient and effective administration support to the 0-19team.
Dutieswill include communicating with patients and other professionals via telephoneand email. Collating and inputting data into Excel Spreadsheets accurately.General office administration duties including scanning and printing. Liaisingwith the duty health visitor and monitoring the duty inbox.
Thepostholder will need to be confident in using their initiative, prioritising,and organising their own workload within guidelines. They will also need tohave compassion and empathy for people who are contacting the service forsupport.
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 ourNHS services in your local community.
They help us deliver our mission to improve local health andpromote wellbeing in the communities we serve.
After all, values are about people and they werecreated in partnership with our staff to reflect what they felt was importantto them
Here at Bridgewater our shared values flow through the organisation.
P - Person-centred-We are passionate about individual needs andpromote 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 relationshipsbased on trust, openness, honesty and respect.
P - Professional-We support our people, so everyone has the rightskills and training to deliver outstanding patient care.
L - Locally Lead -We are always learning about our communities andshow great pride in being a local provider of health and care.
E - Efficient -We use our resources wisely to providesustainable 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 ( 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 Systm1 /fax/email/scanning.
Record Keeping
1. Maintain strict confidentiality for all clients.
2. To take responsibility for managing and maintaining child health records according to trust policy and local standard operating procedure. (Paper based or electronic)
3. To ensure all filing is undertaken in a timely and organised manner.
4. To ensure all scanning is undertaken in a timely and organised manner onto the Electronic Patient Records.
5. To retrieve and return records on the request of the Team
6. Maintain record keeping skills and knowledge by undertaking regular training.
7. To be responsible for the transfer of and archiving of health records as required.
8. To action admin tasks within Systm1
IT Skills
9. To utilise exemplary IT skills.
10. To input information using Systm1appropriately and within policy and guidelines.
11. 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.
12. 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
13. 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.
14. Submits accurate performance data on a monthly basis and in a timely manner.
Leadership
15. To contribute to effective communications with patients, relatives and members of the Team
16. To attend and participate in team meetings
17. Engages with and contributes to the development of the service.
18. Assists in research and audit projects as required.
19. To develop and maintain own skills and knowledge using a competency framework to ensure effective care delivery
Supervision and Development
20. Attends for 1:1 supervision with the Team Leader/line manager
21. Attends and partakes in group clinical supervision.
22. Participates and engages with Personal Development Reviews identifying any training needs and ensuring they are met.
23. Attends relevant in-service training and other courses, and study days.
24. Completes mandatory training requirements annually.
25. 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
26. RSA Level 3 or equivalent within administration
27. ECDL or equivalent
Desirable
28. Degree/further education in administration
Skills and Knowledge
Essential
29. Excellent Report writing skills
30. Excellent written verbal and communication skills with the ability to demonstrate fluency, clarity and effectiveness
31. Advanced Computer literacy skills
32. Ability to problem solve
33. Ability to prioritise and meet deadlines and manage a challenging workload with minimum supervision
34. Be able to work on own initiative
35. Understanding of safeguarding
Experience
Essential
36. Has worked collaboratively across teams, agencies, and organisational boundaries
37. Previous experience of working within a Team environment
38. Experience of undertaking a full range of administrative and clerical duties.
39. Development and maintenance of spread-sheets and databases/Microsoft packages
40. Clinical data inputting
Desirable
41. Previous experience of ordering stock and non stock items through requisition and procurement.
42. Experience working with Systm1 Electronic Patient Record.
Additional Criteria
Essential
43. 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
44. The ability to travel independently across the Trust
45. The ability to work flexibly in accordance with service needs
Right to Work
Essential
46. Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable)