Job summary
We currently have a vacancy for an Initial Health Assessment & Child Protection Administrator within our Community Paediatrics Admin Team based at The Bridge, St George's Parkway, Stafford.
This key role will be to provide a comprehensive admin support to the Community Paediatrics Clinical Team within Community Paediatrics. Your main duties will include processing Initial Health Assessment and Child Protection Medical referrals, processing referral outcome reports, answering and directing phone calls, liaising with both internal and external agencies, booking clinic appointments, processing post appointment outcomes, opening and scanning post, using IT systems (i.e. Rio, Outlook) and dealing with general enquiries. You should have relevant experience in these areas.
You will need to be self-motivated, able to manage your working time effectively and have excellent communication skills. You will also have a good level of education (including English and Maths) and RSA level III typing qualification, NVQ Level 3 Business & Administration, ECDL/CLAIT IT qualification or equivalent experience.
Please note this vacancy will close as soon as sufficient applications have been received, so please apply as soon as possible if interested.
For more information about the post, please contact Sarah Furber on 01785 221664.
Main duties of the job
The administrator for initial health assessments (IHA) and child protection (CP) will provide a confidential and efficient secretarial and administrative support to the community paediatric team, providing reception cover when required. Be able to maintain electronic diaries for clinical and non-clinical activities including the arrangement of appointments and clinics for clinicians, as required. Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with trust requirements. The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post. Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations, communicating to both internal and external service users.
About us
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by;
- Supporting your career development and progression
- Excellent NHS Pension scheme
- Generous maternity, paternity and adoption leave
- Options for flexible working
- Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave
- Extensive Health and Wellbeing support and resources
- If you work in our community teams, we pay for your time travelling between patients
- Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
- Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates
- Salary sacrifice bikes up to £2k
- Free car parking at all trust sites
- Free flu vaccinations every year
- Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Job description
Job responsibilities
The post holder will be competent and proficient in delivering the requirements of the IHA & CP administrator role, working as part of a multi-disciplinary team with children and young people within the Community Paediatrics Service. They will be able to demonstrate the Trusts Values and Behaviour Framework at all times. The post holder will provide an efficient administrative support to the team, whilst also supporting the clinical team within the clinic setting.
- Monitor and action new IHA/CP referrals received by the Team, maintain wait lists and seek further information/clarification, as required.
- Provide a confidential administration support as required including organising meetings, collating and maintaining data basis and minute taking.
- Maintain an effective office support system including filing, photocopying, faxing, scanning and reception duties on behalf of the Paediatric Clinicians.
- To collate and analyse data relevant to service need which may include Was Not Brought (Did Not Attend) rates, referral rates, training compliance etc.
- Maintain electronic diaries for clinical and non-clinical activities including the arrangement of appointments and clinics for clinicians, as required.
- Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements
- To implement any local secretarial procedures and changes to working practices that may be required and as agreed
- Maintain Trust/Service databases to meet national DoH, Local, Directorate and Trust targets
- Undertake surveys and/or audits relevant to own role, including staff survey
- The post holder is required to understand their responsibility for respecting spirituality, equality and diversity, and rights in accordance with good practice and legislation
- Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary (including Social Services, Education Welfare, Solicitors, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and provides suitable follow up.
- Produce a range of highly confidential good quality documents including typing of letters, memoranda etc. from written and audio transcription, also composing correspondence where required.
- Liaising with patients relatives/carers to offer appointment dates. Undertake all follow up action including arranging appointment, confirming in writing, booking room/setting up virtual link, notifying clinicians involved and updating Trust Information Systems.
- Type letters or collate reports of a potentially distressing nature e.g. child protection medical reports
- Maintain strict confidentiality or information concerning patients and staff and sensitive Trust business at all times
Job description
Job responsibilities
The post holder will be competent and proficient in delivering the requirements of the IHA & CP administrator role, working as part of a multi-disciplinary team with children and young people within the Community Paediatrics Service. They will be able to demonstrate the Trusts Values and Behaviour Framework at all times. The post holder will provide an efficient administrative support to the team, whilst also supporting the clinical team within the clinic setting.
- Monitor and action new IHA/CP referrals received by the Team, maintain wait lists and seek further information/clarification, as required.
- Provide a confidential administration support as required including organising meetings, collating and maintaining data basis and minute taking.
- Maintain an effective office support system including filing, photocopying, faxing, scanning and reception duties on behalf of the Paediatric Clinicians.
- To collate and analyse data relevant to service need which may include Was Not Brought (Did Not Attend) rates, referral rates, training compliance etc.
- Maintain electronic diaries for clinical and non-clinical activities including the arrangement of appointments and clinics for clinicians, as required.
- Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements
- To implement any local secretarial procedures and changes to working practices that may be required and as agreed
- Maintain Trust/Service databases to meet national DoH, Local, Directorate and Trust targets
- Undertake surveys and/or audits relevant to own role, including staff survey
- The post holder is required to understand their responsibility for respecting spirituality, equality and diversity, and rights in accordance with good practice and legislation
- Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary (including Social Services, Education Welfare, Solicitors, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and provides suitable follow up.
- Produce a range of highly confidential good quality documents including typing of letters, memoranda etc. from written and audio transcription, also composing correspondence where required.
- Liaising with patients relatives/carers to offer appointment dates. Undertake all follow up action including arranging appointment, confirming in writing, booking room/setting up virtual link, notifying clinicians involved and updating Trust Information Systems.
- Type letters or collate reports of a potentially distressing nature e.g. child protection medical reports
- Maintain strict confidentiality or information concerning patients and staff and sensitive Trust business at all times
Person Specification
Qualifications
Essential
- NVQ Level 3 Business Administration, RSA 3 or equivalent level of secretarial qualification
Desirable
- Previous secretarial experience within a medical environment
Experience
Essential
- Relevant secretarial experience as a Team Secretary / Medical Secretary
Desirable
- Previous NHS experience within a community setting
- Customer Service training
Person Specification
Qualifications
Essential
- NVQ Level 3 Business Administration, RSA 3 or equivalent level of secretarial qualification
Desirable
- Previous secretarial experience within a medical environment
Experience
Essential
- Relevant secretarial experience as a Team Secretary / Medical Secretary
Desirable
- Previous NHS experience within a community setting
- Customer Service training
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).
