Job summary
Job Title: Maternity Screening and Bereavement Clinical Administrator
Hours per week: 37.5 hours per week
Perm/Fixed Term: Secondment for 12 months
Salary: £24,071 - £25,674 per annum
Closing Date: 31st January 2025
Interview Date: 10th February 2025
**This post may close early due to high numbers of applications, so you are advised to apply promptly **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job
To provide a comprehensive and confidential administrative service along with clerical activities for the maternity screening and maternity bereavement teams. To meet the needs of the service in accordance with the departmental, trust and national standards, policies and procedures. To effectively communicate related information and advice to enable the multidisciplinary team to achieve operational excellence.
The post holder must be able to organise their own workload on a daily basis as there is a frequent requirement for concentration with an unpredictable work pattern in a busy working environment. The post holder will work to clearly defined Trust policies and procedures where work will be assessed at agreed intervals.
About us
Here at George Eliot our vision to'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
- Be able to deal with routine enquiries and take action as necessary, liaising with others as appropriate, working on own initiative but with guidance and support.
- Be able to communicate effectively with staff, patients and/or external organisations using appropriate methods, understanding the need for confidentiality and sensitivity.
- Maintain both manual and electronic filing systems and databases as requested by the department, ensuring all documents are accurately and appropriately archived and to ensure files and documents are readily available.
- Utilise relevant IT systems (both Trust and external) to ensure that all relevant patient data is updated, collated and inputted accurately and appropriately archived.
- Input and publish results and follow up missed Antenatal Screening blood tests, including contacting patients and booking appointments.
- Responds and re-directs all screening and bereavement mail ensuring this is dealt with in a timely manner.
- Prioritise daily tasks to achieve timescales set.
- Continually contribute to patient and business improvement agendas. Share ideas for potential improvements.
- To provide data for the quarterly key performance indicators (KPIs) and annual report as well as provide daily analysis of implemented breaches on failsafe systems and to action these appropriately to meet service specifications.
- To liaise closely with the ANNB Screening Co-ordinator and Maternity Bereavement team to help their services run smoothly.
- To provide comprehensive admin support to the ANNB Screening Co-ordinator and Maternity Bereavement Team
- To enter ANNB screening patient information, examinations and results and appointments accurately onto the ANNB screening database and maintain the database for the bereavement team.
- To respond to any abnormal results identified highlighting them in person to the ANNB Screening Co-ordinator to avoid delay.
- To monitor the local and national failsafe systems daily for the fetal anomaly and Newborn programmes and at least weekly for infectious disease and haemoglobinopathy programmes to ensure that pathways are being followed to help identify and prevent missed screening opportunities. An audit trail will be kept facilitating follow up of the above programmes.
- To send correspondence to GPs/Referrers and patients regarding appointments, results and follow up care following instruction from ANNB Screening team / Bereavement team
- To assist, develop and carry out outpatient surveys.
- To be responsible for answering telephone enquiries in the absence of the ANNB Coordinator / Bereavement team to action or refer to other members of the department as appropriate in a sensitive manner
- To assist in the investigation of complaints or serious incidents of the ANNB Screening Service and Maternity Bereavement service
- Collect and submit data to the National Congenital Anomalies and Rare Disease Register (NCARDRS) as required and support the Bereavement team with reporting requirements
- Send outcome data to the clinical chemistry laboratory and fetal medicine centres to facilitate in helping them monitor and improve their services.
- To co-ordinate the annual cycle of ANNB Screening Board meetings and maternity bereavement meetings including diary management, ensuring adequate rooms and relevant equipment are booked, preparing agendas, taking minutes, and ensuring any follow up actions are competed.
- In the absence of the Antenatal Screening midwives to send all fetal medicine referrals to the referring centre and monitoring any follow up actions required, referring these on where appropriate.
- To assist patients with accurate information and support with guidance relating to appointments, procedures and follow up.
- To take responsibility for procurement of office equipment, orders, invoices and maintain office supplies and stationary requirements.
- To provide less experienced staff with key screening and bereavement knowledge to support high levels of patient care.
- To be able to frequently deal with distressed and emotional patients and relatives with the knowledge to signpost or refer appropriately.
Job description
Job responsibilities
- Be able to deal with routine enquiries and take action as necessary, liaising with others as appropriate, working on own initiative but with guidance and support.
- Be able to communicate effectively with staff, patients and/or external organisations using appropriate methods, understanding the need for confidentiality and sensitivity.
- Maintain both manual and electronic filing systems and databases as requested by the department, ensuring all documents are accurately and appropriately archived and to ensure files and documents are readily available.
- Utilise relevant IT systems (both Trust and external) to ensure that all relevant patient data is updated, collated and inputted accurately and appropriately archived.
- Input and publish results and follow up missed Antenatal Screening blood tests, including contacting patients and booking appointments.
- Responds and re-directs all screening and bereavement mail ensuring this is dealt with in a timely manner.
- Prioritise daily tasks to achieve timescales set.
- Continually contribute to patient and business improvement agendas. Share ideas for potential improvements.
- To provide data for the quarterly key performance indicators (KPIs) and annual report as well as provide daily analysis of implemented breaches on failsafe systems and to action these appropriately to meet service specifications.
- To liaise closely with the ANNB Screening Co-ordinator and Maternity Bereavement team to help their services run smoothly.
- To provide comprehensive admin support to the ANNB Screening Co-ordinator and Maternity Bereavement Team
- To enter ANNB screening patient information, examinations and results and appointments accurately onto the ANNB screening database and maintain the database for the bereavement team.
- To respond to any abnormal results identified highlighting them in person to the ANNB Screening Co-ordinator to avoid delay.
- To monitor the local and national failsafe systems daily for the fetal anomaly and Newborn programmes and at least weekly for infectious disease and haemoglobinopathy programmes to ensure that pathways are being followed to help identify and prevent missed screening opportunities. An audit trail will be kept facilitating follow up of the above programmes.
- To send correspondence to GPs/Referrers and patients regarding appointments, results and follow up care following instruction from ANNB Screening team / Bereavement team
- To assist, develop and carry out outpatient surveys.
- To be responsible for answering telephone enquiries in the absence of the ANNB Coordinator / Bereavement team to action or refer to other members of the department as appropriate in a sensitive manner
- To assist in the investigation of complaints or serious incidents of the ANNB Screening Service and Maternity Bereavement service
- Collect and submit data to the National Congenital Anomalies and Rare Disease Register (NCARDRS) as required and support the Bereavement team with reporting requirements
- Send outcome data to the clinical chemistry laboratory and fetal medicine centres to facilitate in helping them monitor and improve their services.
- To co-ordinate the annual cycle of ANNB Screening Board meetings and maternity bereavement meetings including diary management, ensuring adequate rooms and relevant equipment are booked, preparing agendas, taking minutes, and ensuring any follow up actions are competed.
- In the absence of the Antenatal Screening midwives to send all fetal medicine referrals to the referring centre and monitoring any follow up actions required, referring these on where appropriate.
- To assist patients with accurate information and support with guidance relating to appointments, procedures and follow up.
- To take responsibility for procurement of office equipment, orders, invoices and maintain office supplies and stationary requirements.
- To provide less experienced staff with key screening and bereavement knowledge to support high levels of patient care.
- To be able to frequently deal with distressed and emotional patients and relatives with the knowledge to signpost or refer appropriately.
Person Specification
Experience and Knowledge
Essential
- Experience working in a similar administrative role
- Experience in a customer facing role
- Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel, PowerPoint
- Working with confidential information
- Good understanding of general office working procedures
- Able to use own initiative to progress chase any outstanding activities
Desirable
- NHS or Public Sector experience
- Awareness of current issues within the NHS
- Knowledge of Newborn Screening failsafe systems
Qualifications and Professional Training
Essential
- NVQ Level 3 in business admin or equivalent
- Experience working in an administrative role
Desirable
Skills and Abilities
Essential
- Good level of verbal and written communication, including presenting information to others
- Ability to handle difficult and sensitive patient enquiries
- Able to prioritise and meet deadlines effectively, including good management of own time
- Able to maintain referral processes when required
- Problem solving skills
Personal Qualities
Essential
- Able to work using own initiative
- Able to work as part of a team and collaborate with others
- Positive and flexible approach to work
- Understands limits of own responsibilities.
Person Specification
Experience and Knowledge
Essential
- Experience working in a similar administrative role
- Experience in a customer facing role
- Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel, PowerPoint
- Working with confidential information
- Good understanding of general office working procedures
- Able to use own initiative to progress chase any outstanding activities
Desirable
- NHS or Public Sector experience
- Awareness of current issues within the NHS
- Knowledge of Newborn Screening failsafe systems
Qualifications and Professional Training
Essential
- NVQ Level 3 in business admin or equivalent
- Experience working in an administrative role
Desirable
Skills and Abilities
Essential
- Good level of verbal and written communication, including presenting information to others
- Ability to handle difficult and sensitive patient enquiries
- Able to prioritise and meet deadlines effectively, including good management of own time
- Able to maintain referral processes when required
- Problem solving skills
Personal Qualities
Essential
- Able to work using own initiative
- Able to work as part of a team and collaborate with others
- Positive and flexible approach to work
- Understands limits of own responsibilities.
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).
