Job summary
As part of the Administration Team within Community you will be expected to assist Community Midwives, Managers and Matron in the smooth running of the service. You will be frontline in communicating with patients, visitors and staff to the department and therefore you must be confident in dealing with people at all levels performing administrative duties. You will have responsibility, alongside other members of the Admin team, for the clerical activities which support the efficient functioning of the Maternity Service.
This role requires a high level of computer skills and data management as well as involvement in audits.
This is a role based at Basildon hospital at present however there may be some cross site MSE working as part of the Maternity MSE structure.
Main duties of the job
This will involve a high level of computer skills , data collection and management, involvement in audits and supporting with general administrative duties.
You may be required to support with amending and maintaining Information leaflets and be required to support with inputting data for reports under direction of the clinical leads.
To be a knowledgeable source of information in relation to Community Midwifery services and to be able to direct staff and other stakeholders to this.
The candidate will require excellent communication skills to maintain good communications and relationships with women, their families and members of the multidisciplinary team, in consultation with the Community Manager and Team Leads.
Experience in working in a office.
o Confirm patient demographics are correct and update Medway if required.
o Work accurately and calmly under pressure
o Excellent telephone manner
o Attention to detail
o Update and enter information on to CareFlow and EPR as required.
o To be able to multi-task
o Book appointments
o Generate daily reports
o Assist with administration of Antenatal Referrals, Booking Appointments, Blood tests and Newborn Bloodspot Screening appointments
o Supporting the team to meet local and national targets and objectives.
o To report incidents in patient care via the correct systems and escalate appropriately
o Minute taking / supporting with team meeting arrangements.
About us
We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and wellbeing of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook - if you are dynamic, forward-thinking and enthusiastic we want you to join us.We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress.
Job description
Job responsibilities
Work accurately and calmly under pressure
Excellent telephone manner
Attention to detail
Update and enter information on to CareFlow and EPR as required.
To be able to multi-task
Book appointments
Generate daily reports
Assist with administration of Antenatal Referrals, Booking Appointments, Blood tests and Newborn Bloodspot Screening appointments
Supporting the team to meet local and national targets and objectives.
To report incidents in patient care via the correct systems and escalate appropriately
Minute taking / supporting with team meeting arrangements.
To undertake any general administrative duties as necessary
Maintain specialist clinic lists and update Electronic systems including EPR as necessary.Confirm patient demographics are correct and update EPR if required.Run and action Data Quality reports on electronic systems such as Maternity MedwayComplete all quality assurance data as requiredBook new and follow up appointments as required for community booking and blood clinics.Order and maintain stationary, arrange collection and storage.To assist midwifery staff with the management of safe records. This may include the photocopying of notes for appointments or transfer of women to other hospitals and ensuring appropriate filing on electronic record systems.To liaise with the midwives regarding any amendments to Maternity Medway and monitor completion.Assist the clinical leads to complete and extract data for the service needs.Ensure maternity records are up to date and if necessary close the pregnancy on Maternity Medway/electronic systems using additional systems and evidence to support this.Take minutes and type up from team meetings as requested, maintaining and completing action plans with data received and with oversite from specialist midwife .Scan onto O Drive results / information as requiredRaise any IT queries on Hornbill and follow up to completion .Prepare Notes and Filing for scanning onto ACPAny other duties relevant to the post.Maintain and update database records as required, escalating where data is missing /unobtainable to the specialist team.Submit data to external bodies as requested, following up this has been received and escalating where this has not been completed.Support staff in preparation for external reports and meetingsTo ensure the failsafe systems in place are monitored and adhered to.May be required to support with amending and maintaining Information leaflets.May be required to support with inputting data for reports under direction of the clinical leads.
Analytical and Planning
To be involved in the collection of data and involvement in audits relating to community services
Submit data to external bodies as requested by the Manager and MatronTo ensure all Maternity Medway Data Quality Reports are run and actioned in a timely manner escalating missing data or system issues.
Policy and Service Development
To be involved in the development of the service by attending meetings, taking minutes and updating action plans.
Propose changes to and make recommendations for Policies and Procedures, guidance policies, as appropriate.To collect and maintain data and share results of audits and reports.
Job description
Job responsibilities
Work accurately and calmly under pressure
Excellent telephone manner
Attention to detail
Update and enter information on to CareFlow and EPR as required.
To be able to multi-task
Book appointments
Generate daily reports
Assist with administration of Antenatal Referrals, Booking Appointments, Blood tests and Newborn Bloodspot Screening appointments
Supporting the team to meet local and national targets and objectives.
To report incidents in patient care via the correct systems and escalate appropriately
Minute taking / supporting with team meeting arrangements.
To undertake any general administrative duties as necessary
Maintain specialist clinic lists and update Electronic systems including EPR as necessary.Confirm patient demographics are correct and update EPR if required.Run and action Data Quality reports on electronic systems such as Maternity MedwayComplete all quality assurance data as requiredBook new and follow up appointments as required for community booking and blood clinics.Order and maintain stationary, arrange collection and storage.To assist midwifery staff with the management of safe records. This may include the photocopying of notes for appointments or transfer of women to other hospitals and ensuring appropriate filing on electronic record systems.To liaise with the midwives regarding any amendments to Maternity Medway and monitor completion.Assist the clinical leads to complete and extract data for the service needs.Ensure maternity records are up to date and if necessary close the pregnancy on Maternity Medway/electronic systems using additional systems and evidence to support this.Take minutes and type up from team meetings as requested, maintaining and completing action plans with data received and with oversite from specialist midwife .Scan onto O Drive results / information as requiredRaise any IT queries on Hornbill and follow up to completion .Prepare Notes and Filing for scanning onto ACPAny other duties relevant to the post.Maintain and update database records as required, escalating where data is missing /unobtainable to the specialist team.Submit data to external bodies as requested, following up this has been received and escalating where this has not been completed.Support staff in preparation for external reports and meetingsTo ensure the failsafe systems in place are monitored and adhered to.May be required to support with amending and maintaining Information leaflets.May be required to support with inputting data for reports under direction of the clinical leads.
Analytical and Planning
To be involved in the collection of data and involvement in audits relating to community services
Submit data to external bodies as requested by the Manager and MatronTo ensure all Maternity Medway Data Quality Reports are run and actioned in a timely manner escalating missing data or system issues.
Policy and Service Development
To be involved in the development of the service by attending meetings, taking minutes and updating action plans.
Propose changes to and make recommendations for Policies and Procedures, guidance policies, as appropriate.To collect and maintain data and share results of audits and reports.
Person Specification
Qualifications
Essential
- Educated to GCSE grade c or equivalent
- Excellent IT Skills/ Excel Spread sheets Ability to run reports and extract data.
- Excellent interpersonal and communication skills and the ability to work well within a team as well as being able to communicate with stakeholders and families
Desirable
- Previously working in NHS. Working within the constraints of the Data Protection Act. Understanding the principles of the Caldicott report.
essential
Essential
- Evidence of excellent communication skills including verbal, non verbal and written
Desirable
- Formal recognised qualifications
essential
Essential
- Computer skills - working knowledge and experience of Excel, Microsoft teams
Desirable
- Formal recognised computer qualification
knowledge and experience
Essential
- Knowledge/ experience with a patient Administration System (EPR) and Maternity Medway System or equivalent
Desirable
- Previous experience as a clerk/ receptionist.
Person Specification
Qualifications
Essential
- Educated to GCSE grade c or equivalent
- Excellent IT Skills/ Excel Spread sheets Ability to run reports and extract data.
- Excellent interpersonal and communication skills and the ability to work well within a team as well as being able to communicate with stakeholders and families
Desirable
- Previously working in NHS. Working within the constraints of the Data Protection Act. Understanding the principles of the Caldicott report.
essential
Essential
- Evidence of excellent communication skills including verbal, non verbal and written
Desirable
- Formal recognised qualifications
essential
Essential
- Computer skills - working knowledge and experience of Excel, Microsoft teams
Desirable
- Formal recognised computer qualification
knowledge and experience
Essential
- Knowledge/ experience with a patient Administration System (EPR) and Maternity Medway System or equivalent
Desirable
- Previous experience as a clerk/ receptionist.
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).
