South Warwickshire University NHS Foundation Trust

Health Visiting Clerical Assistant - Coventry

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Job summary

Coventry Health Visiting Service are seeking a clerical assistant to join our amazing Family, Health and Lifestyle Service. This 26 hour position based at Moat House, Coventry.

The primary responsibilities are a range of administrative and clerical duties as delegated by the Senior Clinic Assistants and Health Visitors. You may also need to work in clinical areas within the community setting to assist with the smooth running of well-baby clinics and other clinical activities as directed by the Clinical Leads.

The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff to share this commitment. As part of our safe recruitment practice, it is a mandatory requirement for all newly appointed staff requiring a Disclosure and Barring Service (DBS) check to be registered with the DBS Update Service. All eligible staff recruited to the Trust are expected to maintain their annual update subscription whilst employed with the Trust as a condition of employment. The cost of the first year's subscription to the update service will be reimbursed by the Trust as a payroll refund.

It is essential that applicants can meet the travel requirements of the post.

Main duties of the job

The Health Visitor Clerical Assistant (HVCA) will ensure that tasks delegated by the team are completed in a professional manner.

Tasks will include taking telephone calls and liaising with parents/carers and professionals on behalf of the Health Visiting team, achieving timely and effective communication for the team with the use of e-mails and messaging systems, the maintenance of the teams electronic resources, ordering of stationery, using the local Electronic Patient record (EPR) to manage workflow on behalf of the team.

To work under the supervision of the Health Visitor, both directly and indirectly, and follow departmental SOP's.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Date posted

13 November 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

203-FH623

Job locations

Charter Avenue

312 Charter Avenue

Coventry

CV4 8DA

Job description

Job responsibilities

Managing EPR to include registering to the health visiting service, allocating to the caseload, creating charts, creating appointments, scanning and uploading documents and discharging from the service. Contributing to the contemporaneous recording in the clients record.

Taking and relaying messages in an accurate and timely manner.

Input and manage electronic diaries for multiple team members. To include arranging meetings and being able to rearrange diaries at the last minute.

To take minutes as required.

To formulate databases and create and manage excel spreadsheets, submitting accurate data as requested, in specified formats and to tight deadlines. This includes completing databases for other services as requested.

Participate in audit and risk assessments as required.

To arrange venues and send out appointments on behalf of the Health Visitor and Community Nursery Nurse. Re-arrange and cancel appointments on behalf of the Health Visitor and the Community Nursery Nurse.

Responsibility for ensuring that all equipment used within the office and clinic areas (including toys) are clean and in good working order in accordance with the Trusts Infection Control Policy and Health and Safety Policy. Report any faulty equipment within the office or clinic areas to the appropriate service/division e.g. estates/IT.

Maintenance of safe and efficient filing systems ensuring the security and confidentiality of records is in accordance with trust policies and procedures for record keeping and data protection.

Have a good working knowledge of Microsoft office (word, excel, teams, outlook). Be IT competent and willing to learn local IT systems as required.

Maintenance of notice boards within the clinic and community areas, and the ordering of any supporting leaflets and literature as needed. Emailing clients or other professionals information as requested by the practitioner.

Responsible for ordering and maintaining local stocks of equipment and stationery using the electronic ordering system, gathering quotes as required.

To develop and use skills of observation and recognize any significant changes in client circumstances and behaviour and to report any concerns immediately back to the Health Visitor.

To have a good understanding of current Child Protection guidelines and procedures in accordance with Warwickshire Childrens Safeguarding Board. Attend annual training updates.

To support and contribute to the work of Health Visitors within the clinic setting; duties will include weighing and measuring preschool children, adhering to growth foundation guidelines and under the direction of the Health Visitor when required.

To undertake mandatory training, and service specific training as required maintaining skills and competencies. To work within the remit and scope of the job description. To input annual leave and training request on electronic system in a timely manner. To participate in regular 1:1 clinical supervision and appraisals with a Health Visitor.

To work effectively as a team member supporting other staff as required.

This role may require working in collaboration with another HVCA or independently. Some agile working may be possible, with a manager available for reference as needed.

May be required to maintain and update team social media channels.

To be first line of contact for service users, supporting distressed parents as required and ensuring escalation to the Health Visitor.