Job summary
You will join with the current Service Co-ordinator to create a new team, working across the Acute site, Ryegate Children's Centre and Centenary House supporting the secretarial teams across all 3 sites.
Your areas of responsibility include direct line management of staff, day to day management of the secretariat to ensure its delivery of services, monitoring standards and performance, supporting Trust projects and development of the service.
30 hours per week.
Main duties of the job
You will be able to work at all levels across the Trust and with external and internal customers. The ability to work on your own initiative in prioritising your workload and meeting deadlines whilst maintaining high standards is essential.
You should possess a degree or equivalent experience and have excellent problem solving and negotiation skills as well as being able to communicate well both verbally and in written form. You will be proactive with strong interpersonal and organisational skills with the ability to deal sensitively and confidently with people. You will be able to adapt to change. This post does include some home working as well as traveling between all 3 sites.
The main duties of the role include:
Managing the day to day operational activities and staffing of the Secretariat in order to keep the service running well and achieve key targets.
Being responsible for day to day management of systems and processes to ensure smooth running of the service.
Working closely with Medicine Care Group to develop the service, improve the working practises and support the co-ordination and allocation of resources to maintain an efficient service.
Working alongside secretarial staff to maintain a supportive and caring environment especially with the changes to home working.
Key skills required include the ability to be proactive and deliver good customer service, strong interpersonal & negotiation skills and implementing improvements to working practises.
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
- On a day to day basis manage the delivery of services within the Secretariat, ensuring they are considered to be of a high standard, in order to improve the patient experience and ensure that they meet the national access targets for treatment.
- Ensure resources are deployed effectively to provide high standards of care.
- Lead on ensuring administrative data quality, training and induction of all staff in service areas.
- Manage day to day activities of the key systems, e.g. Bighand, within the secretarial function ensuring resources are effectively utilised.
- To monitor standards and performance relating to 7 day typing turnaround of clinic letters and reports in line with current Trust targets.
- Act as a line manager for staff, within the Secretariat, providing support where necessary.
- Prioritise workload on a day to day basis to ensure national and local deadlines are achieved.
- Provide expert advice and guidance to managers, health professionals and other relevant members of staff on matters relating to the service.
- Manage recruitment and selection of staff in accordance with Trust policies
For more information on the main responsibilities for this post, please refer to the job description and person specification.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
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 continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, 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
- On a day to day basis manage the delivery of services within the Secretariat, ensuring they are considered to be of a high standard, in order to improve the patient experience and ensure that they meet the national access targets for treatment.
- Ensure resources are deployed effectively to provide high standards of care.
- Lead on ensuring administrative data quality, training and induction of all staff in service areas.
- Manage day to day activities of the key systems, e.g. Bighand, within the secretarial function ensuring resources are effectively utilised.
- To monitor standards and performance relating to 7 day typing turnaround of clinic letters and reports in line with current Trust targets.
- Act as a line manager for staff, within the Secretariat, providing support where necessary.
- Prioritise workload on a day to day basis to ensure national and local deadlines are achieved.
- Provide expert advice and guidance to managers, health professionals and other relevant members of staff on matters relating to the service.
- Manage recruitment and selection of staff in accordance with Trust policies
For more information on the main responsibilities for this post, please refer to the job description and person specification.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
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 continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, 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 & training
Essential
Experience
Essential
- Multi-disciplinary customer focused service
- Can use microsoft office and other IT
Desirable
- previous Staff supervision
- used any hospital systems
Skills
Essential
- proactive and customer service
- implement improvement to working practices
- strong interpersonal skills
- can communicate well in writing
- can manage conflict and sensitive situations
- excellent organisational skills
- can meet deadlines / can prioritise
- team player / own intitative
personal skills
Essential
- Attention to detail
- Can use own initiative / independent
- adaptable to change
Person Specification
Qualifications & training
Essential
Experience
Essential
- Multi-disciplinary customer focused service
- Can use microsoft office and other IT
Desirable
- previous Staff supervision
- used any hospital systems
Skills
Essential
- proactive and customer service
- implement improvement to working practices
- strong interpersonal skills
- can communicate well in writing
- can manage conflict and sensitive situations
- excellent organisational skills
- can meet deadlines / can prioritise
- team player / own intitative
personal skills
Essential
- Attention to detail
- Can use own initiative / independent
- adaptable to change
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).
