South Warwickshire University NHS Foundation Trust

Community Childrens Nursing Team Admin Assistant

This job is now closed

Job summary

A unique opportunity has arisen for a highly organised, enthusiastic and self-motivated individual to join South Warwickshire NHS Foundation Trust, Children's Community Nursing Team (CCNT).

The ideal candidate will have excellent communication, organisational, proven administration, and IT skills. These are vital skills to provide support in the smooth running of this busy office within the CCN Team.

This role will be based in the Orchard Centre, Rugby however, the candidate will need to provide cover at other locations across Warwickshire to support the team.

Working as part of the CCN Team, the key tasks will include electronic transcription, updating and maintaining Children and Young People's healthcare records, monitoring of supplies, taking telephone calls from other professionals involved in the child's care and reporting on in a timely manner.

Knowledge of Lorenzo system would be an advantage, but training will be available if required.

Main duties of the job

Overall management of the office; to organise and provide high quality day to day administration and clerical support to the Community Children's Nursing Team. To use own initiative, be responsible for own time management and prioritisation of workload. The role requires excellent attention to detail, organisational, computer and administrative skills, with the ability to use initiative and to cope under pressure prioritising workload as necessary.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University 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. In addition our staff survey results have placed us 4th in the country for recommended place to work.

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, inclusive, 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

19 August 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year Per Annum

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

203-FH912

Job locations

Orchard Centre

Lower Hillmorton Road

Rugby

CV213SR

Job description

Job responsibilities

Main Functions of Job

Develop, operate and manage the North office and administration system.

To undertake general office duties as necessary, including taking minutes of meetings, filing, scanning, photocopying, management and disposal of confidential information, as part of an effective administration service

To arrange meetingsand ensure all necessary preparation is completed in advance including of booking of rooms, notify attendees initiate and prepare agenda. To take and transcribe minutes and following through on actions point where necessary and cascade to internal and external delegates.

To use computer systems to produce reports letters and facilitating the proficient use of the Microsoft Package.

Prioritise incoming mail, emails and telephone calls using judgement and experience to prioritise deciding which documentation, information is to be passed onto the manager and which may be passed to other areas for action and information.

To co-ordinate the administrative processes relating to Childrens Community Nursing Team in the North team.

The gathering of confidential, highly sensitive information on the Children and Young Persons on the caseloads

Maintain all aspects of confidentiality regarding the child/young person, families and colleagues and adhere to the Data Protection Act.

To arrange meetings, notify attendees, produce and manage agendas, following through on action points where necessary for the following meetings:

Monthly minute taking for the North Locality meeting

Quarterly minute taking for CCN Team meetings

Minute taking for Professionals meetings as necessary

Minute taking for Package meetings as necessary

To cover CPAG meetings as necessary.

To formulate, manage and maintain the North patient caseload for the Community Childrens Nursing Team.

To use Lorenzo system to access, enter and update patient information adding new referrals, contacts and discharges, as required by locality.

To manage and maintain theMedical Devices Databasefor the Community Childrens Nursing Team. Liaising with Estates Department and Clinical Leads as appropriate.

To act as first point of contact for all queries related to North caseload Childrens Community Nursing Team.

To weekly print staff location sheet.

To update and maintain all notice boards.

To formulate, manage and maintain the staff Off Duty rota and board.

To formulate, manage and maintain Admin location sheet.

Archive documentation as necessary.

To type up Children and Young Persons assessments.

To make up new patient file and folders, ensuring information on shared drive is kept up to date

To monitor and order office stationery and equipment within the department. Maintaining stock control in order to ensure an efficient office environment.

To be responsible for sorting all incoming and outgoing post.

Any ad hoc duties, which may be requested by the staff and managers. To be aware that we are all working in a changing environment and therefore to be prepared to change working practices, should this be required, to promote more efficient use of resources or better patient care.

Report general faults in office to the relevant person / department ensuring all actioned in a timely manner.

Keeping the work place in a clean and tidy state

Ensure Mandatory training is up to date.

To work as an effective team member, networking and contributing to meetings to problem solve, improve working process and practices.

Liaise with team members to follow up queries and issues; resolving problems where appropriate.

To establish and maintain a well-organised and effective administrative service able to meet the needs of the service users and staff

Establish and maintain communication with people about routine and daily activities overcoming any differences in communication between the people involved.

Maintain and respect all aspects of confidentiality regarding the child / young person, families and colleagues and adhere to the Data Protection Act.

To work independently on all aspects of the role, exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance from a senior member of staff.

Using effective communication skills in all interactions with clients, and colleagues within the Community Childrens Nursing Team and other relevant departments

To be the first point of contact in dealing with enquiries both in person and on the telephone, in a professional polite and helpful manner and ensure urgent matters are brought to the attention of the person responsible, so that responses are dealt with quickly and within set guidelines.

To work collaboratively with other administrative staff to ensure that administrative resources are used flexibly to meet the demand, in times of particular pressure in any area.