Sheffield Teaching Hospitals NHS Foundation Trust

Senior Clerical Officer - Maternity Safeguarding Admin Team

Information:

This job is now closed

Job summary

The post holder will provide a high standard secretarial service to the Safeguarding Midwifery Team. They will ensure effective and efficient maintenance of the admin systems, processes and procedures and will supervise and co-ordinate the workload of the administrative team.

Main duties of the job

  • To provide administrative support to the Maternity Safeguarding Midwifery team who are responsible for coordinating the multi-agency care provided to Vulnerable Women during pregnancy.
  • Effectively prioritise a wide ranging workload ensuring the confidentiality of patients is maintained at all times.
  • Check and maintain the Safeguarding Team and NHS e-mail accounts in line with the defined standard operating procedure whilst using judgement about the urgency of cases and the need for proactive escalation of information.
  • Search the Jessop Maternity Information System (JMIS) to see if the information relates to women for whom we are already providing care. Where the patient is known, distribute the information to appropriate member of the clinical team coordinating their care.
  • Input new referral information into JMIS and establish a folder on the shared Specialist Midwifery Team drive.
  • Add safeguarding alerts to the Patient Administration system.
  • Manage outgoing letter and e-mail communications for members of the clinical team.
  • Organise meetings, arranging a venue, catering, agendas, and papers. Take minutes and produce an accurate timely draft copy the minutes for approval by the meeting chair.
  • Answer the phone and record and pass on messages in line with their urgency. In addition, check and recall voicemail messages passing the information on in a timely manner

About us

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

The Directorate of Obstetrics, Gynaecology and Neonatology is based at the Jessop Wing which is linked to the Royal Hallamshire Hospital. The maternity unit has over 5800 births per year and is a Regional Tertiary Maternity Service with a Level 3 Neonatal Unit of 44 cots. A tertiary Gynae-Oncology service and a changing Gynaecology Service, which includes an Assisted Conception Unit, complete the services within the Directorate.

Details

Date posted

23 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pa/pro rata for part time staff

Contract

Permanent

Working pattern

Full-time

Reference number

190-7962-DIR

Job locations

Jessop Wing

Tree Root Walk

Sheffield

S10 2SF


Job description

Job responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Job description

Job responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person Specification

Qualifications

Essential

  • Educated to GCSE standard including English Language at grade C or above or equivalent qualification/experience.
  • OCR II typewriting/word processing qualification or equivalent demonstrable experience
  • Level 3 Diploma in relevant subject e.g. Business Administration or Health and Social Care or equivalent demonstrable experience.

Desirable

  • OCR III typewriting/word processing qualification or equivalent qualification/experience.
  • ECDL
  • NVQ/A Level Business Administration

Experience

Essential

  • Extensive experience in a secretarial/clerical role working within a busy office.
  • Experience in a health or social care setting.
  • Working knowledge of Microsoft Office packages

Desirable

  • Experience working in a Safeguarding environment.
  • NHS Experience

Skills and Knowledge/ Personal Qualities

Essential

  • Effective interpersonal and communication skills
  • Effective organisational skills and the ability to prioritise workload
  • Attention to detail and a methodical approach to work
  • Analytical and decision making skills

Desirable

  • Knowledge of medical terminology
  • Ability to use Excel
  • Safeguarding Adults & Children level 1+
Person Specification

Qualifications

Essential

  • Educated to GCSE standard including English Language at grade C or above or equivalent qualification/experience.
  • OCR II typewriting/word processing qualification or equivalent demonstrable experience
  • Level 3 Diploma in relevant subject e.g. Business Administration or Health and Social Care or equivalent demonstrable experience.

Desirable

  • OCR III typewriting/word processing qualification or equivalent qualification/experience.
  • ECDL
  • NVQ/A Level Business Administration

Experience

Essential

  • Extensive experience in a secretarial/clerical role working within a busy office.
  • Experience in a health or social care setting.
  • Working knowledge of Microsoft Office packages

Desirable

  • Experience working in a Safeguarding environment.
  • NHS Experience

Skills and Knowledge/ Personal Qualities

Essential

  • Effective interpersonal and communication skills
  • Effective organisational skills and the ability to prioritise workload
  • Attention to detail and a methodical approach to work
  • Analytical and decision making skills

Desirable

  • Knowledge of medical terminology
  • Ability to use Excel
  • Safeguarding Adults & Children level 1+

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

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Jessop Wing

Tree Root Walk

Sheffield

S10 2SF


Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

Employer details

Employer name

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Jessop Wing

Tree Root Walk

Sheffield

S10 2SF


Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Service Co-Ordinator

Aimen Martin

aimen.martin1@nhs.net

01142268299

Details

Date posted

23 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pa/pro rata for part time staff

Contract

Permanent

Working pattern

Full-time

Reference number

190-7962-DIR

Job locations

Jessop Wing

Tree Root Walk

Sheffield

S10 2SF


Supporting documents

Privacy notice

Sheffield Teaching Hospitals NHS Foundation Trust's privacy notice (opens in a new tab)