Job summary
We currently have a vacancy for a Team Administrator within our Community Paediatrics Admin Team at Cross Street, Burton upon Trent
This key role will be to provide a comprehensive admin support to the Community Paediatrics Team. Your main duties will include answering and directing phone calls, booking nurses, approved practitioners and nursery nurse clinics, coordinating meetings and appointments, audio typing of confidential clinic letters, opening and scanning post, processing referrals, using IT systems (i.e. Rio) 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.
Main duties of the job
The Team Administrator 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 be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.
Please note, we may be required to close this vacancy early if we receive a high volume of applications.
Job description
Job responsibilities
The post holder will be competent and proficient in delivering the requirements of the 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 may be required to work in a variety of settings. The post holder will provide an efficient administrative support to the team, whilst also supporting the clinical team within the clinic setting.
Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining data basis.
Maintain an effective office support system including filing, photocopying, faxing, scanning and reception duties on behalf of the Paediatric Clinicians.
To provide clinic support to medical and nursing staff through clinic set up and ensuring infection control measures are completed throughout the clinic.
To collate and analyse data relevant to service need which may include Was Not Brought (Did Not Attend) rates, referral rates, training compliance etc.
Greet and escort service users to the appropriate clinician
Support the clinician with the completion of demographic information on forms as requested.
Keep a record of requested investigations and chase results as per process and inform clinician when the results are available.
To maintain and develop skills and knowledge to deliver a range of care and interventions under the guidance of a registered practitioner and set an example of good practice to other team members including skill sharing.
Is able to identify and minimise risks within the overall organisational risk frameworks and is able to report risk. This includes applying knowledge of role in the wider safeguarding agenda.
Ensures that service user experience is core to all clinical and service development, gaining support from the appropriate corporate teams as required.
Ensure own actions support and promote equality, diversity and the rights of patients, the public and colleagues within the health care environment at all times.
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.
Job description
Job responsibilities
The post holder will be competent and proficient in delivering the requirements of the 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 may be required to work in a variety of settings. The post holder will provide an efficient administrative support to the team, whilst also supporting the clinical team within the clinic setting.
Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining data basis.
Maintain an effective office support system including filing, photocopying, faxing, scanning and reception duties on behalf of the Paediatric Clinicians.
To provide clinic support to medical and nursing staff through clinic set up and ensuring infection control measures are completed throughout the clinic.
To collate and analyse data relevant to service need which may include Was Not Brought (Did Not Attend) rates, referral rates, training compliance etc.
Greet and escort service users to the appropriate clinician
Support the clinician with the completion of demographic information on forms as requested.
Keep a record of requested investigations and chase results as per process and inform clinician when the results are available.
To maintain and develop skills and knowledge to deliver a range of care and interventions under the guidance of a registered practitioner and set an example of good practice to other team members including skill sharing.
Is able to identify and minimise risks within the overall organisational risk frameworks and is able to report risk. This includes applying knowledge of role in the wider safeguarding agenda.
Ensures that service user experience is core to all clinical and service development, gaining support from the appropriate corporate teams as required.
Ensure own actions support and promote equality, diversity and the rights of patients, the public and colleagues within the health care environment at all times.
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.
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.
Employer details
Employer name
Midlands Partnership NHS Foundation Trust
Address
Community Paediatrics, Cross Street Clinic
Cross Street
Burton upon Trent
DE14 1EG
Employer's website
https://www.mpft.nhs.uk (Opens in a new tab)
