Job summary
Are you looking for an administrative opportunity, with an element of leadership, supporting our front line healthcare processionals, to deliver outstanding patient care to the children and young people at Sheffield Children's NHS Foundation Trust?
We are looking for a Personal Assistant to work as part of the Becton Centre for Children & Young Peoples Inpatient CAMHS Service. You will act as a direct link to the safeguarding nurses and clinical team.
You will be flexible and conscientious, and have the ability to work on your own initiative, prioritising your own work load and meeting deadlines, whilst maintaining high standards.
You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seek to deliver excellence in your role. You will share the Trust values and be committed to Equality, Diversity and Inclusion.
Main duties of the job
To provide a comprehensive administrative/secretarial support service to the safeguarding nurses and clinical teams, including diary management, typing correspondence, memoranda, reports, emails, and other documents using audio and word processing equipment, to a high and accurate standard.
Maintaining accurate staffing information and collating data on supervision to enable accurate reporting (CQC requirement).
To provide accurate administrative duties surrounding Joint Case Reviews. Collating information to enable a timely response for; Serious Incident Reviews, and Joint Agency Response meetings. Processing requests and correspondence from outside agencies. These will include strategy meeting requests, conference invites and paperwork.
Assisting with safeguarding information, gathering requests from multi-agency partners.
Monitor safeguarding/business support email inbox and tasks and responding to safeguarding strategy/ MASH requests within timescales.
Dealing with safeguarding alerts and adding them to the patient database system.
Organise and attend safeguarding team meetings in an administrative capacity, including minutes, coordination of diaries and relevant paperwork.
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 provide a comprehensive administrative/secretarial support service to the safeguarding nurses and clinical teams, including diary management, typing correspondence, memoranda, reports, emails, and other documents using audio and word processing equipment, to a high and accurate standard.
Maintaining accurate staffing information and collating data on supervision to enable accurate reporting (CQC requirement).
To provide accurate administrative duties surrounding Joint Case Reviews. Collating information to enable a timely response for; Serious Incident Reviews, and Joint Agency Response meetings. Processing requests and correspondence from outside agencies. These will include strategy meeting requests, conference invites and paperwork.
Assisting with safeguarding information, gathering requests from multi-agency partners.
Monitor safeguarding/business support email inbox and tasks and responding to safeguarding strategy/ MASH requests within timescales.
Dealing with safeguarding alerts and adding them to the patient database system.
Organise and attend safeguarding team meetings in an administrative capacity, including minutes, coordination of diaries and relevant paperwork.
Use the electronic patient database system to input data, validate and update patient information.
Deal with incoming telephone calls, meeting and greeting of patients/families and visitors, including activation of site access cards, emails and take messages as appropriate.
Accurately record all paper/computerised patient records, updating and amending information in a timely manner and within standard operating procedures.
Attend regular meetings with your team and line manager, contributing to the discussion and agenda.
Work within office systems, scanning, filing, distribution of external/internal mail, photocopying.
Maintain a high degree of confidentiality in relation to clients, their relatives, and members of staff.
Liaise with patients and families and a wide range of staff both internal and external to the organisation always using a professional and courteous manner.
Ensure all duties are undertaken in line with standard operating procedures to enable the achievement of Trust and service specific key performance indicators.
Negotiate annual leave and use of flexi time with your line manager.
Assist in providing support and cover for admin Staff within Tier 4 accordingly during annual leave and sickness, including reception cover.
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 atCatherine.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 provide a comprehensive administrative/secretarial support service to the safeguarding nurses and clinical teams, including diary management, typing correspondence, memoranda, reports, emails, and other documents using audio and word processing equipment, to a high and accurate standard.
Maintaining accurate staffing information and collating data on supervision to enable accurate reporting (CQC requirement).
To provide accurate administrative duties surrounding Joint Case Reviews. Collating information to enable a timely response for; Serious Incident Reviews, and Joint Agency Response meetings. Processing requests and correspondence from outside agencies. These will include strategy meeting requests, conference invites and paperwork.
Assisting with safeguarding information, gathering requests from multi-agency partners.
Monitor safeguarding/business support email inbox and tasks and responding to safeguarding strategy/ MASH requests within timescales.
Dealing with safeguarding alerts and adding them to the patient database system.
Organise and attend safeguarding team meetings in an administrative capacity, including minutes, coordination of diaries and relevant paperwork.
Use the electronic patient database system to input data, validate and update patient information.
Deal with incoming telephone calls, meeting and greeting of patients/families and visitors, including activation of site access cards, emails and take messages as appropriate.
Accurately record all paper/computerised patient records, updating and amending information in a timely manner and within standard operating procedures.
Attend regular meetings with your team and line manager, contributing to the discussion and agenda.
Work within office systems, scanning, filing, distribution of external/internal mail, photocopying.
Maintain a high degree of confidentiality in relation to clients, their relatives, and members of staff.
Liaise with patients and families and a wide range of staff both internal and external to the organisation always using a professional and courteous manner.
Ensure all duties are undertaken in line with standard operating procedures to enable the achievement of Trust and service specific key performance indicators.
Negotiate annual leave and use of flexi time with your line manager.
Assist in providing support and cover for admin Staff within Tier 4 accordingly during annual leave and sickness, including reception cover.
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 atCatherine.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
- Educated to GCSE standard or equivalent
- NVQ Level 3 in Business Administration or equivalent knowledge acquired through experience.
- Proof of appropriate continuous professional development
Experience
Essential
- Experience in a Secretarial/admin role.
- Experience of using a wide range of IT and information systems including Microsoft Office, particularly Excel
- Experience of devising and running office based administrative systems and procedures.
- NHS experience
Desirable
- CAMHS experience
- Experience in taking/transcribing and distribution of meetings.
- Experience of using Hospital Information Systems.
Knowledge
Essential
- Ability to provide a proactive and high-quality patient focused service.
- Ability to input, retrieve and analyse information.
- Ability to use initiative to implement improvements to working practices.
- Strong interpersonal skills, for effective working with colleagues and internal stakeholders.
- Ability to manage challenging and sensitive information with compassion and confidentiality.
- Excellent organisational skills with the ability to plan and prioritise work with conflicting deadlines for themselves and others.
- Ability to recognise when to escalate problems in a timely and professional manner.
- Ability to work under pressure and problem solve accordingly.
Personal
Essential
- Accuracy and attention to detail.
- Effective team worker.
- Ability to exercise initiative and self-judgement.
- Self-motivated.
- Keen to develop skills and adapt to the needs of the service.
- Adaptable, flexible, reliable, and willing to undertake new tasks.
- Provides continuity of high standards of work.
- Friendly, approachable, and supportive to all staff.
- Proven track record of working successfully in a team environment.
Desirable
- Interested in developing new skills
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent
- NVQ Level 3 in Business Administration or equivalent knowledge acquired through experience.
- Proof of appropriate continuous professional development
Experience
Essential
- Experience in a Secretarial/admin role.
- Experience of using a wide range of IT and information systems including Microsoft Office, particularly Excel
- Experience of devising and running office based administrative systems and procedures.
- NHS experience
Desirable
- CAMHS experience
- Experience in taking/transcribing and distribution of meetings.
- Experience of using Hospital Information Systems.
Knowledge
Essential
- Ability to provide a proactive and high-quality patient focused service.
- Ability to input, retrieve and analyse information.
- Ability to use initiative to implement improvements to working practices.
- Strong interpersonal skills, for effective working with colleagues and internal stakeholders.
- Ability to manage challenging and sensitive information with compassion and confidentiality.
- Excellent organisational skills with the ability to plan and prioritise work with conflicting deadlines for themselves and others.
- Ability to recognise when to escalate problems in a timely and professional manner.
- Ability to work under pressure and problem solve accordingly.
Personal
Essential
- Accuracy and attention to detail.
- Effective team worker.
- Ability to exercise initiative and self-judgement.
- Self-motivated.
- Keen to develop skills and adapt to the needs of the service.
- Adaptable, flexible, reliable, and willing to undertake new tasks.
- Provides continuity of high standards of work.
- Friendly, approachable, and supportive to all staff.
- Proven track record of working successfully in a team environment.
Desirable
- Interested in developing new 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
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).
