Job summary
This is an exciting opportunity to support the Neonatal Service Co-ordinator in leading the Neonatology secretarial and administrative service.
We are looking to recruit a highly organised, self-motivated individual with good interpersonal skills and a demonstrable understanding of how to lead and motivate a team.
Candidates must have a combination of excellent listening and interpersonal skills, a thorough and methodical attention to detail, good problem-solving skills and the ability to negotiate and use judgement to make autonomous decisions.
Working in a strong multidisciplinary environment, you will coordinate and oversee the provision of a high quality secretarial and administrative service for the Neonatology Department.
You will provide first line supervision to a small number of staff as well as working in collaboration with the rest of the secretarial and wider administration teams to deliver a number of general administration duties.
Main duties of the job
This role will involve supporting the Service Coordinator and potentially also leading in the following key administrative areas:
Staff Management, Education and training, Information management, Data quality, Paediatric alerts, Neurodevelopment, Bereavement pathway, Clinical Guidelines, Clinical Lead support, Activity & Outpatient Support, BadgerNet and other system support, Rota Coordination.
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.
This vacancy is advertised on a fixed term contract basis for a period of 9-12 months due to maternity leave of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and statutory maternity provisions.
Please also note any secondment must first be agreed with your current line manager.
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
Education and Qualifications
Essential
- Educated to GCSE level (or equivalent qualification) to include English Language at grade C or above or equivalent experience.
- OCR/RSA stage III typewriting or word processing qualification or equivalent experience
- ECDL or equivalent IT qualification or experience
Desirable
- NVQ 3 Business Admin or Customer Services or equivalent experience
Experience
Essential
- Experience of providing a thorough and efficient administrative service
- Experience of working in a healthcare setting
- Experience of working in a multi-disciplinary patientcentred environment
- An understanding of processes which ensure confidentiality is maintained and Data Protection requirements are adhered to.
- Experience of using a Patient Administration System
- Competent user of Microsoft packages and computerised information systems
- Experience of data collection, analysis, database and spreadsheet management
- Experience of supporting data quality and completeness
- Experience of electronic diary management and scheduling
- Experience of working within a multidisciplinary team
Desirable
- Previous NHS experience
- Experience of supervising staff
- Experience of taking, producing and circulating minutes
- Experience of managing waiting lists
- Experience of coordinating the preparation and facilitation of educational events
- Experience of working within neonatal or paediatric environment
Skills and Knowledge/ Personal Qualities
Essential
- Ability to communicate effectively with all staff groups including consultants, and with patients and the public.
- Effective organisational skills
- Effective teamwork skills
- Ability to use initiative and work proactively
- Ability to prioritise workload and work to tight deadlines
- Ability to work in a busy environment, and deal with a number of conflicting demands simultaneously
- Excellent attention to detail
- Flexible to meet the needs of the service
- A willingness to undertake training as required to deliver the duties of the post
Desirable
- Supervisory/ management training
- Knowledge of medical terminology
- An understanding of the issues surrounding patient confidentiality
Person Specification
Education and Qualifications
Essential
- Educated to GCSE level (or equivalent qualification) to include English Language at grade C or above or equivalent experience.
- OCR/RSA stage III typewriting or word processing qualification or equivalent experience
- ECDL or equivalent IT qualification or experience
Desirable
- NVQ 3 Business Admin or Customer Services or equivalent experience
Experience
Essential
- Experience of providing a thorough and efficient administrative service
- Experience of working in a healthcare setting
- Experience of working in a multi-disciplinary patientcentred environment
- An understanding of processes which ensure confidentiality is maintained and Data Protection requirements are adhered to.
- Experience of using a Patient Administration System
- Competent user of Microsoft packages and computerised information systems
- Experience of data collection, analysis, database and spreadsheet management
- Experience of supporting data quality and completeness
- Experience of electronic diary management and scheduling
- Experience of working within a multidisciplinary team
Desirable
- Previous NHS experience
- Experience of supervising staff
- Experience of taking, producing and circulating minutes
- Experience of managing waiting lists
- Experience of coordinating the preparation and facilitation of educational events
- Experience of working within neonatal or paediatric environment
Skills and Knowledge/ Personal Qualities
Essential
- Ability to communicate effectively with all staff groups including consultants, and with patients and the public.
- Effective organisational skills
- Effective teamwork skills
- Ability to use initiative and work proactively
- Ability to prioritise workload and work to tight deadlines
- Ability to work in a busy environment, and deal with a number of conflicting demands simultaneously
- Excellent attention to detail
- Flexible to meet the needs of the service
- A willingness to undertake training as required to deliver the duties of the post
Desirable
- Supervisory/ management training
- Knowledge of medical terminology
- An understanding of the issues surrounding patient confidentiality
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.
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.
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).
