Job summary
Swanwick Lodge Secure Children's Home in Hampshire provides support and care for male and female young people aged between 10 and 17 years old whose behaviours present a significant risk of harm to themselves or to others.
An exciting opportunity has arisen within Southern Health Foundation Trust (SHFT) to appoint an efficient and motivated Team Administrator to work within Swanwick Lodge Secure Children's Home. You will be joining a leading organisation that is both forward thinking and innovative. SHFT is committed to improving the quality of child health services across Hampshire and takes pride in rewarding the success of its staff.
The Team Administrator will work in collaboration with the clinical and non-clinical team members and will have responsibility for managing the administrative process.
Main duties of the job
To provide comprehensive administrative support to the Health and Wellbeing team within Swanwick Lodge Secure Childrens Home.
To be responsible for the maintenance of records and the distribution of relevant information. To use initiative in referring issues to other relevant parties as appropriate, ensuring confidentiality and security of information is maintained at all times.
To deliver excellent customer service to service users and ensure the smooth running of the team.
To work closely and support the administrative lead.
About us
Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.
With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.
We are currently working closely with other NHS Trusts to integrate all our collective community, mental health, and learning disability services. Our new organisation, to be known as Hampshire and Isle of Wight NHS Foundation Trust, is set to launch in July 2024.
The transformation will happen in staggered stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning in early May 2024. The final combination of Southern Health and Solent Trusts is anticipated to occur in July 2024, when the new organisation will be formed.
Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.
Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.
Job description
Job responsibilities
Provide efficient administrative support to the team to include but not exclusive to:
Deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.
Being the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquires and independently communicate effectively on behalf of the team to service users and other professionals.
Monitoring the generic email inbox and actioning in a timely manner.
Ensuring safeguarding correspondence and other sensitive data is processed and entered correctly and in a timely manner, always adhering to data protection regulations.
Accessing and verifying complex and sensitive information from various internal and external sources, e.g. SystmOne
Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate person's attention in a timely manner.
Stationery and equipment management including ordering and monitoring supplies from Clares and SBS.
Book and accurately record notes and actions of meetings such as Weekly Action Groups (WAGs) and other administrative meetings.
Attendance at divisional meetings including the teams Monthly Operational Meeting (MOM) and other administrative meetings.
Use of Insights reporting tool to support clinician's caseload management including vulnerable children.
Accurately make delegated changes to E-Rostering within defined parameters such shift changes.
To undertake other administrative duties commensurate with this grade of post in agreement with the relevant line manager
To provide cross site cover to support the needs of the service as and when required; this may include travel to other bases.
Demonstrate daily duties to new starters and less experienced staff to support their induction.
Fire warden duties including keeping up to date with Trust training.
To share administrative knowledge and best practices with administrators within the service and across the Trust.
Assess and manage own workload under the supervision of the line manager.
To highlight any risks, adverse events or near misses to the line manager
Carry out RA Agent/Smartcard Champion responsibilities.
There is an expectation of travel across Hampshire to attend meetings and training therefore use of own car with business insurance is essential.
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
Provide efficient administrative support to the team to include but not exclusive to:
Deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.
Being the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquires and independently communicate effectively on behalf of the team to service users and other professionals.
Monitoring the generic email inbox and actioning in a timely manner.
Ensuring safeguarding correspondence and other sensitive data is processed and entered correctly and in a timely manner, always adhering to data protection regulations.
Accessing and verifying complex and sensitive information from various internal and external sources, e.g. SystmOne
Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate person's attention in a timely manner.
Stationery and equipment management including ordering and monitoring supplies from Clares and SBS.
Book and accurately record notes and actions of meetings such as Weekly Action Groups (WAGs) and other administrative meetings.
Attendance at divisional meetings including the teams Monthly Operational Meeting (MOM) and other administrative meetings.
Use of Insights reporting tool to support clinician's caseload management including vulnerable children.
Accurately make delegated changes to E-Rostering within defined parameters such shift changes.
To undertake other administrative duties commensurate with this grade of post in agreement with the relevant line manager
To provide cross site cover to support the needs of the service as and when required; this may include travel to other bases.
Demonstrate daily duties to new starters and less experienced staff to support their induction.
Fire warden duties including keeping up to date with Trust training.
To share administrative knowledge and best practices with administrators within the service and across the Trust.
Assess and manage own workload under the supervision of the line manager.
To highlight any risks, adverse events or near misses to the line manager
Carry out RA Agent/Smartcard Champion responsibilities.
There is an expectation of travel across Hampshire to attend meetings and training therefore use of own car with business insurance is essential.
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
- NVQ Level 3 or 2 A/ AS Levels or equivalent experience
- English and Maths GCSE or equivalent
- Full driving licence and access to car with insurance for business use
Experience
Essential
- Good level of IT skills, including Microsoft Office (Outlook, Word, Excel, PowerPoint, and Publisher)
- Working in a reception/office setting both alone and as part of a team
- Customer service experience
Desirable
- Previous NHS Experience
- Line Management
- Working with patient information systems such as RiO
- Use of systems including SBS, E-Roster
Additional Criteria
Essential
- Ability to communicate effectively and professionally, using written, verbal and electronic IT systems
- Able to keep accurate and legible records
- Good understanding of confidentiality and data protection
- Ability to work without direct supervision
- Excellent interpersonal skills
- Ability to work in a logical and structured way
- Self-motivated, proactive and flexible to changing needs.
- To be able to recognise and identify potential causes of conflict, and to enable such to be resolved
- The ability to motivate others
- Good minute taking and meeting arrangements skills
- Ability to meet deadlines, work under pressure and manage own workload
Person Specification
Qualifications
Essential
- NVQ Level 3 or 2 A/ AS Levels or equivalent experience
- English and Maths GCSE or equivalent
- Full driving licence and access to car with insurance for business use
Experience
Essential
- Good level of IT skills, including Microsoft Office (Outlook, Word, Excel, PowerPoint, and Publisher)
- Working in a reception/office setting both alone and as part of a team
- Customer service experience
Desirable
- Previous NHS Experience
- Line Management
- Working with patient information systems such as RiO
- Use of systems including SBS, E-Roster
Additional Criteria
Essential
- Ability to communicate effectively and professionally, using written, verbal and electronic IT systems
- Able to keep accurate and legible records
- Good understanding of confidentiality and data protection
- Ability to work without direct supervision
- Excellent interpersonal skills
- Ability to work in a logical and structured way
- Self-motivated, proactive and flexible to changing needs.
- To be able to recognise and identify potential causes of conflict, and to enable such to be resolved
- The ability to motivate others
- Good minute taking and meeting arrangements skills
- Ability to meet deadlines, work under pressure and manage own workload
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.
