Administration Assistant

Job responsibilities

Key Result Areas:

To plan and prioritize own workload and support the wider Solihull school nursing team, leadership team with the word processing of letters, reports and other documents using Microsoft Word, Excel, PowerPoint.

To use own initiative when dealing with enquiries from colleagues internally and externally, and other health care professionals and direct as appropriate.

To support the team with referrals into the service using Systmone. Provide caseload reports and support with caseload maintenance and problem solving.

To develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering, to include data cleansing of Systmone and other systems used by the team.

Ensure accurate data entry onto Trust computer systems.

To be responsible for the ordering of monthly school nursing resources and non-clinical items such as stationary. Demonstrate an awareness of cost efficiency and effectiveness.

To liaise with external organizations to arrange meetings and training sessions as required. To ensure frequent monitoring of the staff training grid and following up with staff if mandatory training requirements are out of date.

To produce weekly Lone Worker buddy system sheets and update.

To update staff training compliance using established systems.

To collate data to assist with the reporting of team quality and performance indicators as required by Clinical Lead, Business Manager and Locality Managers to produce CQUIN / Key Performance Indicator (KPI) reports.

To develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering.

To organize and support with the delivery and reporting of online health questionnaires.

To organise and support with the delivery of and reporting on the National Child Measurement Programme (NCMP).

To organise and support with the delivery of and the reporting of Age and Stage Questionnaires (ASQ).

To organise and be responsible for the completion of a monthly hand hygiene audit for the whole team.

To actively promote patient feedback surveys by supporting the team with data collection and submitting results in a timely manner.

To be responsible for researching and uploading of relevant content to the Out Of Hospital Care Collaborative Solihull school nursing team social media sites.

To organise meetings by arranging room bookings, meeting agendas and taking minutes and follow up actions as required.

To be responsible for the storage and recording of confidential patient and staff filing to meet requirements of Information Governance policy and procedures.

Support the Leadership Team/ Management team with the implementation of new initiatives as required.

To update OOHCC Action Plan as instructed by Team / Clinical Lead and Locality Manager, as required

To participate and support the Leadership Team/Management team to promote staff wellbeing activities.

Receive supervision from Band 6/7 colleagues. This may be face to face, virtually, telephone or email.

Participate in the Management of Change, making constructive suggestions to how the service can be improved

Makes constructive suggestions on the appropriate use of resources.

Demonstrate a commitment to abide by Trust Policies and Procedures and comply with Health & Safety legislation.

Adherence to trust core values and objectives and to maintain professional conduct at all times

The post holder will have in depth working knowledge of the relevant systems used within the team setting.

Communications and Working Relationships

To work in conjunction with and communicate effectively with external agencies as part of the Solihull school nursing service. To support children/young people and families within Solihull, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable children/young people and families.

To demonstrate effective and appropriate communication when dealing with difficult conversations with a potentially anxious or distressed child/young person or family member. To escalate appropriately when required to a senior member of staff.

To work in partnership with services across Solihull and South Warwickshire NHS Foundation Trust.

To provide IT support and training to individuals on established systems using skills and knowledge in maintenance of caseload information and problem solving.

Qualifications

Essential

• Level 3 NVQ/ in IT or equivalent experience
• GCSE A-C/Level 4 to 9 Maths and English or equivalent
• Experience of Systmone/electronic patient records

Experience

Essential

• Proven office experience of at least 1 year preferably in NHS environment
• Proven experience of delivery of administrative systems
• Experience of dealing with internal and external clients both face to face and via telephone
• Experience of using own initiative and prioritising workload
• Demonstrate a high level of experience in Microsoft Office including Word, Excel, PowerPoint and email packages

Skills

Essential

• Demonstrate good communication skills in person, on telephone and email
• Demonstrate a high level of accuracy and attention to detail in all work undertaken
• Must be able to deal with enquiries and identify those which can be dealt with and those which require escalation
• Must be methodical and able to develop, organise and accurately maintain effective administration systems
• Must be able to manage resources effectively
• Must be able to respond appropriately to varying workloads and prioritize work effectively
• Must be able to deal with interruptions and resume task in hand without loss of efficiency.

Desirable

• Experience of leading an administrative team
• Experience of minute taking within meetings

Personal Qualities

Essential

• Able to work as part of a team in a friendly and enthusiastic manner
• Able to work on own initiative and seek support and guidance when necessary
• Demonstrate an understanding of the need for confidentiality in all aspects of work
• To be able to adapt to change
• Must be proactive, flexible and able to demonstrate good organisational skills
• Able to work under pressure and understand the importance of meeting deadlines
• Be willing to attend and participate in meetings as and when required

Other

Essential

• Must be a non-smoker whilst on duty
• Must be able to work flexible hours
• Must be willing to undertake Criminal Records Disclosure at enhanced level
• Must be legally entitled to work in this country
• Must be able to use general office equipment
• Must be able to manoeuvre boxes of patient records and clinical stores using recommended moving and handling techniques
• Able to travel to other areas for meetings and training purposes
• Must have a full driving licence and access to a vehicle to undertake the community role.
• Must be prepared to work between 8am - 6pm

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).