Job summary The Neonatal Intensive Care Unit is a tertiary referral unit in the East of England Neonatal Network. We have 37 cots and look after babies from 22 weeks gestation providing intensive care for the region and beyond. The administrator role is pivotal to allowing the unit to provide excellent care to the sickest babies. You will be undertaking the administrative tasks such as filing, appointment bookings and maintaining up to date patient lists. Main duties of the job In this role you will be expected to:- maintain up to date patient lists organise and process patient notes and information work as part of the NICU and Maternity team to ensure a seamless flow of information Work with the different patient management applications and ensure that data entry is up to date. About us Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology. Our Values We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences. Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job. Date posted 08 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pa Contract Fixed term Duration 12 months Working pattern Full-time Reference number 418-NICU9531-EH Job locations Neonatal Intensive Care Unit, Luton and Dunstable Hospital Lewsey Road Luton LU4 0DZ Job description Job responsibilities To undertake training on electronic systems (e.g., iPM, CMIS, BadgerNet and Evolve) in order to provide a high quality administrative and clerical support to the neonatal clinical team. To maintain accurate data entry on various electronic patient clinical systems. To ensure accuracy of data entry is checked across various electronic patient information systems. To maintain accurate manual records of any patient information. To ensure that patient hospital notes are available for admission and are tracked on the hospital IT system. To ensure that hospital notes, upon a patients discharge, is correctly filed, sent for coding and scanning in a timely manner. To ensure that discharge letters are sent out in a timely manner. To ensure that forms are ready and available for use in the contingency folder in the event of any disruption of the IT system. To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients. To provide assistance and other general clerical duties to the nursing and medical team. To facilitate and teach the clinical team to enable them to adopt good practices in data entry and use of the IT systems. To highlight to the clinical team of any errors made by clinical staff so that there is shared learning. To teach, supervise and support any new or junior clerical colleagues. To review and update forms, charts or notices used on the NICU. To prepare NICU log books for patient care. To ensure that information leaflets are available for patients and families. To welcome NICU visitors, directing them as appropriate to the designated person. Escalate any concerns or uncertainty promptly to the Shift Leader. To support the clinical team in caring for families with sensitivity and respect, example, greeting families and offering hot drinks and food to bereaved families. To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families. To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader. To prepare documentation packs for new staff induction program. To maintain and organise an effective and efficient filing system, ensuring that all office practices are up-to-date and fully functional. To order and maintain stationary stock for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system for payment. To participate in procurement activities for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system. To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department. To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge. In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports. Job description Job responsibilities To undertake training on electronic systems (e.g., iPM, CMIS, BadgerNet and Evolve) in order to provide a high quality administrative and clerical support to the neonatal clinical team. To maintain accurate data entry on various electronic patient clinical systems. To ensure accuracy of data entry is checked across various electronic patient information systems. To maintain accurate manual records of any patient information. To ensure that patient hospital notes are available for admission and are tracked on the hospital IT system. To ensure that hospital notes, upon a patients discharge, is correctly filed, sent for coding and scanning in a timely manner. To ensure that discharge letters are sent out in a timely manner. To ensure that forms are ready and available for use in the contingency folder in the event of any disruption of the IT system. To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients. To provide assistance and other general clerical duties to the nursing and medical team. To facilitate and teach the clinical team to enable them to adopt good practices in data entry and use of the IT systems. To highlight to the clinical team of any errors made by clinical staff so that there is shared learning. To teach, supervise and support any new or junior clerical colleagues. To review and update forms, charts or notices used on the NICU. To prepare NICU log books for patient care. To ensure that information leaflets are available for patients and families. To welcome NICU visitors, directing them as appropriate to the designated person. Escalate any concerns or uncertainty promptly to the Shift Leader. To support the clinical team in caring for families with sensitivity and respect, example, greeting families and offering hot drinks and food to bereaved families. To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families. To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader. To prepare documentation packs for new staff induction program. To maintain and organise an effective and efficient filing system, ensuring that all office practices are up-to-date and fully functional. To order and maintain stationary stock for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system for payment. To participate in procurement activities for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system. To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department. To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge. In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports. Person Specification Qualifications Essential oGCSE English or equivalent. oGood IT knowledge for data entry, use of word processing, spread-sheet, e-mail and the internet. oGood understanding of working practices in a hospital. Desirable Evidence of further education and training, including word processing and spread-sheet Communication Essential oGood written and verbal communication skills oExperience in electronic communication (e-mail) and use of the internet. Experience Essential oClerical duties experience. oAble to plan, organise and prioritise own work effectively to meet tight datelines. oAwareness of how to utilise and manage resources. oStrong customer service skills, including face-to-face communication with the public/families in sensitive situations. Desirable oExperience of working in a hospital or an intensive care environment. Skills Essential oPrioritising, planning and organisational skills oAnalytical skills for problem-solving. oAbility to teach and guide junior clerical colleagues or the multi-disciplinary team with data entry and use of IT systems. Knowledge Essential oAwareness of Safeguarding Children principles in a hospital environment. oStrong understanding of data security, confidentiality and governance. oDemonstrate understanding of the importance of non-judgemental behaviour towards service users. oDemonstrate understanding of the importance of reporting any risk matters or incidents. Personal skills Essential oProven ability to work well under pressure to meet the demands of heavy workload. oDemonstrate enthusiasm to learn and for shared learning. oAble to explain personal strategies to meet given targets and datelines. Person Specification Qualifications Essential oGCSE English or equivalent. oGood IT knowledge for data entry, use of word processing, spread-sheet, e-mail and the internet. oGood understanding of working practices in a hospital. Desirable Evidence of further education and training, including word processing and spread-sheet Communication Essential oGood written and verbal communication skills oExperience in electronic communication (e-mail) and use of the internet. Experience Essential oClerical duties experience. oAble to plan, organise and prioritise own work effectively to meet tight datelines. oAwareness of how to utilise and manage resources. oStrong customer service skills, including face-to-face communication with the public/families in sensitive situations. Desirable oExperience of working in a hospital or an intensive care environment. Skills Essential oPrioritising, planning and organisational skills oAnalytical skills for problem-solving. oAbility to teach and guide junior clerical colleagues or the multi-disciplinary team with data entry and use of IT systems. Knowledge Essential oAwareness of Safeguarding Children principles in a hospital environment. oStrong understanding of data security, confidentiality and governance. oDemonstrate understanding of the importance of non-judgemental behaviour towards service users. oDemonstrate understanding of the importance of reporting any risk matters or incidents. Personal skills Essential oProven ability to work well under pressure to meet the demands of heavy workload. oDemonstrate enthusiasm to learn and for shared learning. oAble to explain personal strategies to meet given targets and datelines. 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. Certificate of Sponsorship 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 (Opens in a new tab). 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 (Opens in a new tab). Additional information 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. Certificate of Sponsorship 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 (Opens in a new tab). 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 (Opens in a new tab). Employer details Employer name Bedfordshire Hospitals NHS Foundation Trust Address Neonatal Intensive Care Unit, Luton and Dunstable Hospital Lewsey Road Luton LU4 0DZ Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)