Job summary
We would like to make you aware of the recent government announcement that from 1 April 2022 (subject to parliamentary approval), everyone working in the NHS (including Sheffield Children's NHS Foundation Trust) in roles that have face-to-face contact with patients and service users, will need to provide evidence that they have been fully vaccinated against COVID-19, unless they are medically exempt. Details on the announcement can be found via the following link: https://www.gov.uk/government/consultations/making-vaccination-a-condition-of-deployment-in-the-health-and-wider-social-care-sector
Based on this announcement, you should consider your personal position when applying for jobs at the Trust which may be affected by this change.
Information about COVID-19 vaccines is available at: www.gov.uk/government/collections/immunisation and www.nhs.uk/conditions/coronavirus-covid-19/coronavirus-vaccination/coronavirus-vaccine
For women of childbearing age, please read the detailed guidance at: www.nhs.uk/covidvaccination
We are seeking a highly motivated, enthusiastic and efficient administrator to join our Cystic Fibrosis team at Sheffield Children's NHS Foundation Trust.
Main duties of the job
Sheffield Children's Hospital is a specialist centre for Cystic Fibrosis covering South Yorkshire North East Lincolnshire and the Bassetlaw Area.
You will provide comprehensive administrative support to the Cystic Fibrosis Service at Sheffield Children's Hospital NHS Foundation Trust. You will be expected to organise your workload and able to use your own initiative, using your knowledge and experience to manage the administrative functions within the department.
Working extensively with the entire multidisciplinary Cystic Fibrosis team you will be required to co-ordinate your activities to ensure than a high quality, effective and efficient service is provided. You will be required to prioritise and carry out duties, exercising initiative commensurate with the role. It is vital that confidentiality is maintained at all times. The Trust is a specialist Children's Hospital and the post holder will be expected to deal with parents and patients who may at times be distressed, in a sensitive and caring manner.
The service operates Monday - Friday 9am to 5pm. We are able to be flexible within these times to accommodate the right candidate, though you will be required to support the reception for the unit and as such, opportunities to work from home are minimal.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
- To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures as determined by the Trust, Care Group and department, including being responsible for writing and maintaining SOPs for all aspects of the role.
- To support and maintain appropriate and effective office management systems to ensure a smooth flow of information within the department. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.
- To carry out a range of administrative tasks applicable to their department/directorate and be able to provide cover for other team members as and when required
- To be the first point of contact for patients, families and professionals.
- To effectively deal with non-routine enquiries received by the department, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.
- To work under own initiative to make best use of resources and to meet the needs of our patients, for example ensuring the right clinics are held at the right times, using sound judgement to make changes where required.
- To co-ordinate and provide full administrative support for key meetings for the department including the SY NEL and Bassetlaw Network meetings and parents evenings.
- To work proactively, suggesting and implementing changes within the Care Group/department to improve services.
- To provide support for the MDT to implement new initiatives e.g. arrange task and finish groups
- To support with the administrative elements of clinical audits.
- To gather and analyse data on behalf of the MDT to undertake audits to improve the department, and improve services for patients.
- To lead on the production of the department newsletter.
- To maintain databases, data systems (including PAS and electronic patient record) and spreadsheets to a high level of accuracy and efficiency, and support in the production and dissemination of routine and ad hoc reports as needed.
- To ensure filing and patient records are kept up to date.
- To collate, analyse and evaluate information gathered via forms, reports and other information. For example, internally this will include monthly submissions of patients within the service to the finance team; externally, this will include monthly projections of numbers of patients who are due to transition to adult services.
- To sort, distribute and prioritise incoming queries, using judgement and experience to decide which are passed to the team and which are retained for action as appropriate.
- To ensure effective communication both within the Trust and between the Hospitals, GPs & patients are maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when administrative problems arise by taking action to resolve the problems or escalating where appropriate.
- To manage and undertake all administrative aspects of the outpatient function for patients under the care of the Cystic Fibrosis Team, including comprehensive use of Careflow (PAS) and eDMS (electronic patient record). This will include, but is not limited to, arranging clinics, booking appointments appropriate for patients specific needs, ensuring activity is appropriate recorded both in and outside of a formal clinic setting, booking transport and interpreters, and ensuring patient notes are made available for clinics.
- To coordinate the flow of patients and clinical staff during clinics and to cover the reception desk to welcome patients into the department.
- To be responsible for the organisation and management of peripheral outpatient clinics (held in other organisations in the SY NEL and Bassetlaw area), transition clinics and CF diabetes clinics, including liaison with colleagues from other Trusts.
- To be responsible for achievement of key outpatient KPIs, including contacting patients and families to ensure non-attendance at appointments is kept to a minimum.
- To be aware of the process for arranging annual reviews for patients to enable cross cover for other colleagues.
- To be confident and able to train other staff, in all elements of the role, to enable cross cover.
- To organise clinical investigations such as sweat tests.You will be required to provide cross cover for key elements of other administrative roles within the department.
The above is not an exhaustive list of duties and roles and responsibilities of the role may be subject to change as per the needs of the department.
Inclusive Recruitment & Selection
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager Catherine.Gilbert7@nhs.net
We are currently reviewing our recruitment & selection process and are looking to make our job adverts more inclusive. This will support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity and Inclusion. If you have any ideas in how we can make our recruitment & selection process more inclusive, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
- To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures as determined by the Trust, Care Group and department, including being responsible for writing and maintaining SOPs for all aspects of the role.
- To support and maintain appropriate and effective office management systems to ensure a smooth flow of information within the department. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.
- To carry out a range of administrative tasks applicable to their department/directorate and be able to provide cover for other team members as and when required
- To be the first point of contact for patients, families and professionals.
- To effectively deal with non-routine enquiries received by the department, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.
- To work under own initiative to make best use of resources and to meet the needs of our patients, for example ensuring the right clinics are held at the right times, using sound judgement to make changes where required.
- To co-ordinate and provide full administrative support for key meetings for the department including the SY NEL and Bassetlaw Network meetings and parents evenings.
- To work proactively, suggesting and implementing changes within the Care Group/department to improve services.
- To provide support for the MDT to implement new initiatives e.g. arrange task and finish groups
- To support with the administrative elements of clinical audits.
- To gather and analyse data on behalf of the MDT to undertake audits to improve the department, and improve services for patients.
- To lead on the production of the department newsletter.
- To maintain databases, data systems (including PAS and electronic patient record) and spreadsheets to a high level of accuracy and efficiency, and support in the production and dissemination of routine and ad hoc reports as needed.
- To ensure filing and patient records are kept up to date.
- To collate, analyse and evaluate information gathered via forms, reports and other information. For example, internally this will include monthly submissions of patients within the service to the finance team; externally, this will include monthly projections of numbers of patients who are due to transition to adult services.
- To sort, distribute and prioritise incoming queries, using judgement and experience to decide which are passed to the team and which are retained for action as appropriate.
- To ensure effective communication both within the Trust and between the Hospitals, GPs & patients are maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when administrative problems arise by taking action to resolve the problems or escalating where appropriate.
- To manage and undertake all administrative aspects of the outpatient function for patients under the care of the Cystic Fibrosis Team, including comprehensive use of Careflow (PAS) and eDMS (electronic patient record). This will include, but is not limited to, arranging clinics, booking appointments appropriate for patients specific needs, ensuring activity is appropriate recorded both in and outside of a formal clinic setting, booking transport and interpreters, and ensuring patient notes are made available for clinics.
- To coordinate the flow of patients and clinical staff during clinics and to cover the reception desk to welcome patients into the department.
- To be responsible for the organisation and management of peripheral outpatient clinics (held in other organisations in the SY NEL and Bassetlaw area), transition clinics and CF diabetes clinics, including liaison with colleagues from other Trusts.
- To be responsible for achievement of key outpatient KPIs, including contacting patients and families to ensure non-attendance at appointments is kept to a minimum.
- To be aware of the process for arranging annual reviews for patients to enable cross cover for other colleagues.
- To be confident and able to train other staff, in all elements of the role, to enable cross cover.
- To organise clinical investigations such as sweat tests.You will be required to provide cross cover for key elements of other administrative roles within the department.
The above is not an exhaustive list of duties and roles and responsibilities of the role may be subject to change as per the needs of the department.
Inclusive Recruitment & Selection
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager Catherine.Gilbert7@nhs.net
We are currently reviewing our recruitment & selection process and are looking to make our job adverts more inclusive. This will support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity and Inclusion. If you have any ideas in how we can make our recruitment & selection process more inclusive, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications
Essential
- NVQ Level 4 or equivalent
- Educated to GCSE standard with passes at grade C or above for English and Maths or similar through vocational training
- Evidence of commitment to continued learning or improvement through attendances at courses.
- Excellent IT and keyboard skills
Desirable
- IT qualifications eg ECDL or NVQ 3
Experience
Essential
- Significant general office experience
- Previous experience of dealing with the general public in a work capacity
- Experience of working with a multi-disciplinary team
- Experience of using PAS
- Experience of coordinating administrative work for a team
Desirable
- Previous experience of administrative work in an NHS organisation
- Previous experience working with databases in a work setting
- Experience of using Careflow
Knowledge and skills
Essential
- Excellent word processing skills
- Ability to use Microsoft Word and Excel to an advanced level
- Ability to communicate effectively with a wide range of people using a range of media, including patients, families and the wider MDT
- Excellent interpersonal communication skills, verbal and written
- Accurate with strong attention to detail
- Ability to build effective working relationships with internal and external stakeholders across a wide range of professional and managerial groups.
- Strong time management and resource planning skills and ability to work to priorities and deadlines.
- Excellent organisational skills
Desirable
- Knowledge of medical terminology
Personal attributes
Essential
- Ability to work on own initiative and as part of a team
- Ability to make sound judgements and work independently to make the right decisions for the service, escalating when appropriate.
- Ability to work in a fast paced, reactive environment and working to time sensitive deadlines
- Tenacious
Person Specification
Qualifications
Essential
- NVQ Level 4 or equivalent
- Educated to GCSE standard with passes at grade C or above for English and Maths or similar through vocational training
- Evidence of commitment to continued learning or improvement through attendances at courses.
- Excellent IT and keyboard skills
Desirable
- IT qualifications eg ECDL or NVQ 3
Experience
Essential
- Significant general office experience
- Previous experience of dealing with the general public in a work capacity
- Experience of working with a multi-disciplinary team
- Experience of using PAS
- Experience of coordinating administrative work for a team
Desirable
- Previous experience of administrative work in an NHS organisation
- Previous experience working with databases in a work setting
- Experience of using Careflow
Knowledge and skills
Essential
- Excellent word processing skills
- Ability to use Microsoft Word and Excel to an advanced level
- Ability to communicate effectively with a wide range of people using a range of media, including patients, families and the wider MDT
- Excellent interpersonal communication skills, verbal and written
- Accurate with strong attention to detail
- Ability to build effective working relationships with internal and external stakeholders across a wide range of professional and managerial groups.
- Strong time management and resource planning skills and ability to work to priorities and deadlines.
- Excellent organisational skills
Desirable
- Knowledge of medical terminology
Personal attributes
Essential
- Ability to work on own initiative and as part of a team
- Ability to make sound judgements and work independently to make the right decisions for the service, escalating when appropriate.
- Ability to work in a fast paced, reactive environment and working to time sensitive deadlines
- Tenacious
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.
