We have an exciting opportunity for you to join the Single Point of Access (SPOA) administration team that supports the Health Visiting team within South Hertfordshire, based at The Avenue Clinic, Watford. You will be part of a welcoming, friendly team which provides essential administrative support to assist the smooth operational running of the service. The postholder will be expected to be able to work a Friday. Main Duties Actively work towards enabling the following five Every Child Matters (DH 2004) outcomes to be realised for every child: Be healthy Stay safe Enjoy and achieve Make a positive contribution Achieve economic well-being The post holder will work within Hertfordshire Community NHS Trust (HCT) clinical governance framework, which is embedded in the day-to-day practice. Every clinical member of staff must work within the framework. Operational The post holder will be required to: Work in accordance with Admin Standard Operating Guidance (SOGs) – a live document with constant changes (over 30 processes to follow), plus knowledge of non-routine procedures such as answering queries and task related problem solving. To keep up to date with all process and procedure changes, as shared by the SPOA Team Leader. Establish priorities, work independently and proceed with delegated objectives to meet deadlines and demands of the service. Work as part of a team ensuring that the daily administration tasks are completed effectively and efficiently. Work flexibly with colleagues to ensure that workflow is managed between different tasks and ensures covers over breaks. Recognise their own level of competence and identify sources of support as required. Client / Customer Care The post holder will be required to: Be responsible for the delivery of administrative services to clients and families in the 0-19 caseload as delegated by the SPOA Team Leader. Work in accordance with Local Safeguarding Children’s Board’s procedures. Handle all incoming calls to the SPOA, receive, record and relay confidential and sensitive information ensuring all information is accurate and compliant with Information Governance. Within the working and healthcare environment identify hazards and act accordingly to promote the health and safety for clients, the public and staff. Strategic Management The post holder will be required to: Be responsible for the organisation of sessions/clinics/administrative tasks (updating ledgers on SystmOne) which meet the planned needs of the team. Undertake mandatory training as required by the trust. Actively participate in the appraisal process. Be responsible for ongoing personal development and to take an active part in identifying training needs and attending training as necessary. Participate in relevant audit activity as required. Service Development and Improvement The post holder will be required to: Be innovative and actively participate in proposing changes to working practices or procedures. Attend Trust and team meetings. Have an understanding of the importance of national and local health initiatives and contribute towards achieving specific targets. Organise and manage delegated work effectively and be responsive to the changing needs of the service. Act under the guidance and supervision of the SPOA Team Leader. Support colleagues in service development and improvement, by feedback and suggestions. Communication and Relationship Building The post holder will be required to: Liaise appropriately with individuals from a wide range of backgrounds including: Clients, client proxy and family members, all members of the Public Health Nursing Team, GP Surgeries, Childrens’ Services, other admin and clerical staff, and other professionals from services with Hertfordshire Community NHS Trust. Communicate with other admin teams, health and other professionals, to record relevant and confidential information and ensure the safe and accurate transfer of sensitive information about a child’s health records. Receive complex, sensitive and occasionally distressing information when liaising with referrers and clients. Communicate with clients and their families, adapting communication style as necessary. Assess and recognise when calls need immediate action – bringing to attention of Duty Staff Member. Information Management The post holder will be required to: Be responsible for accurate data management including storage of electronic and paper data in accordance with Trust procedures. Enter data onto electronic records accurately and contemporaneously. Process referrals, verifying data is correct and entering on to SystmOne. Manage the NHS.net account for each quadrant, dealing with highly confidential and sensitive information. Run electronic reports as required or requested, extracting, analysing and cleansing data. Finance and Resource Management The post holder will be required to: Have a personal duty of care for checking equipment, stock levels and expiry dates. Co-ordinate and support the DEC champion role in each team. Prepare and update health promotion materials. Policy and Service The post holder will be required to: Independently responsible for maintaining security of building by ensuring all windows and doors are closed at the end of each day. Sit for long periods of time, there is a requirement for prolonged concentration whilst working in an open plan office. Provide cover as requested for colleagues in their absence. Adhere to the Trust’s policies and guidelines. While it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all staff to be vaccinated against COVID-19.