Job summary
Position is part time (28.5 hours per week with the option to work these hours over four days)
We are looking for a highly motivated, flexible and well organised Administrator to work with our Children & Young People Diabetes Team based at Stepping Hill Hospital, Stockport. We provide care to children, young people and families working in partnership with other health providers as well as colleagues in social care/education.
The Team is an extremely busy service, which receives a lot of calls and enquiries. The successful applicant will have excellent communication and organisational skills gained in previous administration roles or via any previous working or voluntary experience. They will ideally be familiar with hospital computer systems or equivalent (training will be provided) and have good IT skills.
The Administrator must be personable and pleasant in nature as they play an essential role in supporting the C&YP Diabetes Specialist Nursing Team and this will include appropriate preparations for clinics, the general welcoming of service users on arrival to their clinic appointments, and helping downloading information from patient devices. The Administrator must be able to present any potential problems to the clinical team for further input where necessary using clear, concise communication skills. You must be able to work as part of a team and be able to pick up other colleagues work if necessary to ensure the departmental deadlines are met.
Main duties of the job
The successful candidate will be responsible for managing all general administration duties.
- Provide a full range of administration duties to the team and be proficient in the use of Microsoft Office applications (Outlook, Word, Excel, PowerPoint etc).
- Receipt of incoming mail, telephone calls and e-mails
- Triage of calls to the team from parents and other professionals - recording and escalating these calls as appropriate.
- Typing of reports, meeting minutes, agendas, general correspondence, presentational material etc.
- Attend off site/community meetings, with the team to take meeting notes, produce reports and circulate to the wider team.
- Arranging meetings, school visits, home visits, patient education sessions. Co-ordinating follow-up action as required.
- Maintenance of filing systems.
- Photocopying and collation of documents.
- Maintenance of databases, in particular the maintaining of the 'TWINKLE' activity database for the Children & Young People Diabetes team, which logs admissions and attendances.
- Submission of data to the National Paediatric Diabetes Audit, ensuring accuracy and completeness of data.
- Input of Daily Activity Recording onto IPS for relevant staff.
- Co-ordination and ordering of supplies for Children & Young People Diabetes service users - understanding of stock levels and equipment needed.
- Assistance with formatting rotas for the team.
- Any other duties within the general scope and context of this post
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
Our mission is to make a difference every day. Our values are that we care, we respect, and we listen
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
The salary for the role is only one part of the excellent package of benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice lease car schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union - for local financial advice
Job description
Job responsibilities
The successful candidate will be responsible for a variety of duties including:
- Supporting the Nursing Team with all general administration duties. This includes working with other healthcare organisations and dealing with patients, relatives and staff.
- Support the collection of data using hospital systems, Excel spreadsheets and shared drives on the Trust network.
- Accurate inputting of activity data for the team onto databases within submission timeframes.
- Photocopying, scanning, typing, filing and taking accurate messages for team members
- Co-ordination and ordering of supplies for children and young people diabetes team service users gaining an understanding of stock levels and equipment needed.
- Receive deliveries from Receipt & Delivery Stores and manage stock accordingly.
- Assist with formatting of rotas for the team.
- Viewing of diaries for whom support is provided to.
- Organise and plan own day to day workload or activities in order to meet the demands of the job role.
- Ensure timely preparations for clinics, the general welcoming of service users on arrival to their appointment and assist with the downloading information from patient devices as required.
- Maintain client/patient confidentiality and information governance.
- Any duties that may be assigned from time to time.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require an enhanced DBS check at a cost of £41.90. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.
Job description
Job responsibilities
The successful candidate will be responsible for a variety of duties including:
- Supporting the Nursing Team with all general administration duties. This includes working with other healthcare organisations and dealing with patients, relatives and staff.
- Support the collection of data using hospital systems, Excel spreadsheets and shared drives on the Trust network.
- Accurate inputting of activity data for the team onto databases within submission timeframes.
- Photocopying, scanning, typing, filing and taking accurate messages for team members
- Co-ordination and ordering of supplies for children and young people diabetes team service users gaining an understanding of stock levels and equipment needed.
- Receive deliveries from Receipt & Delivery Stores and manage stock accordingly.
- Assist with formatting of rotas for the team.
- Viewing of diaries for whom support is provided to.
- Organise and plan own day to day workload or activities in order to meet the demands of the job role.
- Ensure timely preparations for clinics, the general welcoming of service users on arrival to their appointment and assist with the downloading information from patient devices as required.
- Maintain client/patient confidentiality and information governance.
- Any duties that may be assigned from time to time.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require an enhanced DBS check at a cost of £41.90. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.
Person Specification
Education & Qualifications
Essential
- Good general education (5 GCSEs or Equivalent, including English and Maths) or equivalent experience
Desirable
- Basic Secretarial / Business Administration Qualification
Experience
Essential
- Previous secretarial / administration experience
- Typing
Desirable
- Audio Typing Experience
- ECDL / use of equivalent Microsoft Office Applications
Knowledge
Essential
- Previous clerical/secretarial experience
Desirable
- Worked in health care setting previously
Skills & Abilities
Essential
- Computer Skills, including advanced keyboard skills, Word, PowerPoint, Excel, databases.
- Able to work on own initiative without constant supervision
- Able to record accurately
- Numerate
- Able to organise and prioritise work
- Telephone skills
Desirable
- Knowledge of Hospital PAC/Patient Centre and Healthroster Systems
Work Related Circumstances
Essential
- Excellent communication skills
- Pleasant manner
- Flexibility / Team working skills
Person Specification
Education & Qualifications
Essential
- Good general education (5 GCSEs or Equivalent, including English and Maths) or equivalent experience
Desirable
- Basic Secretarial / Business Administration Qualification
Experience
Essential
- Previous secretarial / administration experience
- Typing
Desirable
- Audio Typing Experience
- ECDL / use of equivalent Microsoft Office Applications
Knowledge
Essential
- Previous clerical/secretarial experience
Desirable
- Worked in health care setting previously
Skills & Abilities
Essential
- Computer Skills, including advanced keyboard skills, Word, PowerPoint, Excel, databases.
- Able to work on own initiative without constant supervision
- Able to record accurately
- Numerate
- Able to organise and prioritise work
- Telephone skills
Desirable
- Knowledge of Hospital PAC/Patient Centre and Healthroster Systems
Work Related Circumstances
Essential
- Excellent communication skills
- Pleasant manner
- Flexibility / Team working skills
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
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
Stockport NHS Foundation Trust
Address
Children & Young People Diabetes Team, Second Floor, Treehouse Department, Stepping Hill Hospital
Stockport NHS Foundation Trust
Stockport
SK2 7JE
Employer's website
http://www.stockport.nhs.uk/ (Opens in a new tab)
