Job summary
An exciting opportunity has arisen for an experienced Band 3 Administrator to join our Community Paediatric Team in Southampton.
We are seeking a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn. You will be part of a skill mixed team, working to build on good performance in order to maximise the contribution of the Community Paediatric Medical Service.
The successful applicant will need to have good time management skills, be self- motivated with a positive attitude. In addition to these skills all administrators need to be customer focused, have an excellent telephone manner and proven IT skills, knowledge of SystmOne and the e-Referrals Service would be an advantage and have experience in using Microsoft programmes, such as Excel, Word and Outlook.
The Community Paediatric Team look after children in and out of the Southampton and New Forest areas. You will need to ensure the smooth running of the Paediatric clinics, working closely with the Paediatricians and HealthCare Professionals/outside agencies.
If you are enthusiastic, highly motivated, organised, and able to work well within a team as well as independently we would love to hear from you.
If you are looking for a new challenge and want to help make a positive difference for our children, then we look forward to receiving your completed application form.
Main duties of the job
- Use & accurately populate the electronic record system (Systm One) with information to include referrals, scanning & uploading information from other services in a timely manner etc., taking responsibility for the quality of the data & taking note of the Health Records Standards & Procedures & Record Keeping Policy
- Follow agreed processes for dealing with emails on Outlook and nhs.net, on a regular basis prioritising urgency & importance, signposting/dealing with queries (often sensitive) regarding issues arising
- Provide support to training events e.g. away days, skill slots etc. involving the coordination of diaries, venue & hospitality booking as appropriate
- Monitor & order stationery/leaflets, clinical & general supplies & place order request when necessary
- Attend & participate in team/other meetings, ensuring any actions are completed by the required date & take minutes if requested
- Provide cover & support during times of absence for the core functioning of the admin team
- Offer guidance & training of Band 2 or new staff as required
- Maintain current office policies & procedures, be actively involved in their development
- Undertake limited supervision of Band 2 or new staff in absence of the Admin Supervisor & Admin Manager
- Provide admin support to the Admin Supervisor to set up & review administration systems/processes as deemed appropriate
About us
At Solent, our teams mirror the communities we serve. The Equality, Diversity, Inclusion, and Belonging plan fosters authenticity, ensuring every Solent NHS Trust member feels visible, validated, and valued.
The Annual Staff survey positions us among top-performing Community and Mental Health trusts in 3 of 9 themes:
- Compassion and inclusivity
- Each voice matters
- Staff Engagement
Our commitment to enhancing diversity, inclusion, and belonging fosters a strong sense of uniqueness, celebrated among colleagues, contributing to excellent patient outcomes.
We welcome applications from underrepresented communities, offering an informal chat for those uncertain about job fit. Our revamped recruitment process prioritizes inclusivity, aligned with Disability Confident and Armed Forces Covenant guaranteed interviews.
Join our 7 staff networks:
DisAbility
LGBTQ+Allies
Carers
50+
Multi Faith
Black, Asian, and minority ethnic
Veterans
Solent supports flexible working, providing a carer's passport. Our award-winning Health and Wellbeing service, including Employment Disability, Neurodivergent, and Menopause support, makes Solent NHS an inclusive workplace.
We promote staff vaccination as the primary defense against Flu and Covid-19. Join us in contributing to outstanding patient outcomes in a diverse and inclusive environment.
Job description
Job responsibilities
Administrative:
Managing work duties
- Carry out clinical diary management, booking rooms, patient appointments, professional meetings, resolving any queries with clinicians
- Manage appointment bookings, updating electronic record system, sending appointment letters following Trust guidelines and targets
- Ensure referrals are actioned following the agreed procedures according to the defined performance targets & timescales
- Retrieve & store records ensuring accurate information is recorded on progress of these records, their destination & delivery & support colleagues with issues arising
- Produce letters, emails or memoranda using standardised Trust templates ensuring accurate filing, recording & distribution
- Produce accurate minutes & full admin support for a range of meetings/investigations to include agenda preparation & follow up of appropriate actions
- Process incoming & outgoing mail, telephone or written messages, distributing appropriately & in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising
- Assist with Subject Access Requests, retrieving notes from archiving or printing from electronic record system
Communications
Liaising by telephone or in person with clients, colleagues & other healthcare professionals in a positive, friendly, calm & sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action. This may include dealing with complex information or where there is barriers to understanding.
General Requirements:
- Ensure they and where appropriate their staff:
- adhere to trust policies and procedures at all times,
- comply with trust standing orders, standing financial instructions, policies, procedures and guidelines,
- follow any policies and procedures in relation to infection, prevention and control
- are aware of their responsibilities in relation to safeguarding children, and vulnerable adults, and the specific responsibilities placed on individuals who care for such clients/patients
- take all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination,
- comply with the trust policy on confidentiality, and the Data Protection Act 2018 as amended, relating to information held manually or on computerised systems,
- respect the confidentiality and privacy of clients and staff at all times,
- maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors and themselves, reporting any accidents or fault in line with trust policy,
- fully participate in health and safety training,
- participate in personal training, development, appraisal, and attend all relevant training courses as required.
- comply with the professional body code of conduct
- This job description seeks to outline the key duties and responsibilities of the post; it is not a definitive document and does not form part of the main statement of Terms and Conditions. The job description will be reviewed during the annual appraisal process.
- The post holder may, with their agreement, which should not reasonably be withheld, be required to undertake other duties as required, which fall within the grading of this post, to meet the needs of this new and developing service.
- Individuals who are required to hold a professional registration in order to practice must continue to be a member of their professional body throughout the lifespan of this job description. Such individuals will be required to notify the Trust immediately if their professional body limits or changes the terms of their registration.
This job description will be reviewed yearly as part of the annual individual appraisal, to ensure that it reflects the responsibilities of the post. No changes will be made without full consultation with the post holder.
Job description
Job responsibilities
Administrative:
Managing work duties
- Carry out clinical diary management, booking rooms, patient appointments, professional meetings, resolving any queries with clinicians
- Manage appointment bookings, updating electronic record system, sending appointment letters following Trust guidelines and targets
- Ensure referrals are actioned following the agreed procedures according to the defined performance targets & timescales
- Retrieve & store records ensuring accurate information is recorded on progress of these records, their destination & delivery & support colleagues with issues arising
- Produce letters, emails or memoranda using standardised Trust templates ensuring accurate filing, recording & distribution
- Produce accurate minutes & full admin support for a range of meetings/investigations to include agenda preparation & follow up of appropriate actions
- Process incoming & outgoing mail, telephone or written messages, distributing appropriately & in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising
- Assist with Subject Access Requests, retrieving notes from archiving or printing from electronic record system
Communications
Liaising by telephone or in person with clients, colleagues & other healthcare professionals in a positive, friendly, calm & sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action. This may include dealing with complex information or where there is barriers to understanding.
General Requirements:
- Ensure they and where appropriate their staff:
- adhere to trust policies and procedures at all times,
- comply with trust standing orders, standing financial instructions, policies, procedures and guidelines,
- follow any policies and procedures in relation to infection, prevention and control
- are aware of their responsibilities in relation to safeguarding children, and vulnerable adults, and the specific responsibilities placed on individuals who care for such clients/patients
- take all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination,
- comply with the trust policy on confidentiality, and the Data Protection Act 2018 as amended, relating to information held manually or on computerised systems,
- respect the confidentiality and privacy of clients and staff at all times,
- maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors and themselves, reporting any accidents or fault in line with trust policy,
- fully participate in health and safety training,
- participate in personal training, development, appraisal, and attend all relevant training courses as required.
- comply with the professional body code of conduct
- This job description seeks to outline the key duties and responsibilities of the post; it is not a definitive document and does not form part of the main statement of Terms and Conditions. The job description will be reviewed during the annual appraisal process.
- The post holder may, with their agreement, which should not reasonably be withheld, be required to undertake other duties as required, which fall within the grading of this post, to meet the needs of this new and developing service.
- Individuals who are required to hold a professional registration in order to practice must continue to be a member of their professional body throughout the lifespan of this job description. Such individuals will be required to notify the Trust immediately if their professional body limits or changes the terms of their registration.
This job description will be reviewed yearly as part of the annual individual appraisal, to ensure that it reflects the responsibilities of the post. No changes will be made without full consultation with the post holder.
Person Specification
Qualifications
Essential
- GCSE English and Maths level 4/C or above, or a good standard of general education
- RSA 3 Typing or Equivalent
- Business and Admin NVQ Level 3 equivalent
Desirable
Experience
Essential
- Experience of administrative work
- Experience of maintaining filing systems and collating information
- Experience of working in a customer-focused environment
- Experience of working in a constantly changing environment without direct supervision
Desirable
- Experience of supervising and appraising staff
Person Specification
Qualifications
Essential
- GCSE English and Maths level 4/C or above, or a good standard of general education
- RSA 3 Typing or Equivalent
- Business and Admin NVQ Level 3 equivalent
Desirable
Experience
Essential
- Experience of administrative work
- Experience of maintaining filing systems and collating information
- Experience of working in a customer-focused environment
- Experience of working in a constantly changing environment without direct supervision
Desirable
- Experience of supervising and appraising staff
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.
