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 alongside providing general administration support in dealing with general queries, 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) to the wider Community Paediatric team. 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 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.
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
The Community Paediatrics Service consists of Community Paediatricians, nursing staff and a nursery nurse team, all of whom are supported by a centralised administration team. The service works with parents / carers and other health professionals, and providers of care to deliver medical assessment, investigation and management for children and young people within the South of Staffordshire. Children under the care of the service present with a range of conditions requiring community medical support. In addition the service also delivers Child Protection Medical Assessments, Initial Health Assessments as part of the delivery of care to Looked after Children and provides Adult Health assessments for the Adoption process.
We are passionate about providing an outstanding joined up care for our service users and their families and are always looking at ways to develop and improve the service. As a member of the Community Paediatric team you will working closely with the Community Paediatricians and the team of Specialists Nurses as well as the wider multi-disciplinary team to provide outstanding care and interventions to support the child and their family.
Please note this vacancy will close as soon as sufficient applications have been received, so please apply as soon as possible if interested.
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, 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, 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).
Employer details
Employer name
Midlands Partnership NHS Foundation Trust
Address
Community Paediatrics, The Bridge
St George's Parkway, Off Crooked Bridge Road
Stafford
ST16 3NE
Employer's website
https://www.mpft.nhs.uk (Opens in a new tab)
