Team Administrator Solihull 0-19 Service

Job description

Job responsibilities

To manage and prioritise workload effectively and be able to work unsupervised using own initiative.

Day to day office management such as welcoming visitors, supporting staff queries, administrative duties to include typing, photocopying, scanning, answering the telephone, retrieving messages, office health and safety and organisation. To actively deal with queries, which may include gaining responses from others/requests for information.

To be proficient and experienced with various IT systems, including Internet, Microsoft Programmes to include word, excel, outlook, and with the skills and willingness to train on other IT programmes including Electronic Patient Record systems. Internal training will be provided

To support service data collection by developing spreadsheets and databases to collect, collate and present information in appropriate formats as required.

To maintain and administer departmental databases by inputting and retrieving information such as annual leave, sickness, training, supervision and appraisal records.

To participate as required in meetings, both in person and on digital platforms such as MST, on camera.

Across the 0-19 Service, to be responsible for ordering and maintaining stock control of equipment and stationery and using electronic ordering systems. To obtain quotes as required for procurement purposes anddemonstrate an awareness of cost efficiency and effectiveness.

To be responsible for stock delivery, including organization and storage of this stock, this will include minimal manual handling, including lifting and carrying items.

To coordinate arrangements for the calibration of clinical equipment on behalf of the 0-19 Service.

To coordinate arrangements for room bookings for the 0-19 Service.

To coordinate arrangements and preparation for events, meetings and training.

To co-ordinate the preparation for meetings, including room bookings distribution of invites, agendas and minute/note taking. Chasing progress on follow up actions as requested.

To generate a range of documentation including emails, letters and reports to a professional standard.

To receive incoming telephone calls and correspondence, and deal with queries at source as applicable. To take accurate messages and direct to the appropriate recipient in a timely manner.

Assist with producing correspondence, reports, presentations and proposals, all of which require maintaining excellent communication links with colleagues to ensure reliable and efficient dissemination of information.

Participate in coordinating audits and risk assessments as required. To organise and be responsible for the completion of a monthly hand hygiene and Fire Audit for the 0-19 Service.

To update and produce weekly staff signing sheets alongside Lone Worker sheets.

To organise and support the delivery and reporting of online health questionnaires.

To organise, support the delivery of and reporting on the National Child Measurement Programme (NCMP).

To organise and support the delivery of and the reporting of Age and Stage Questionnaires (ASQ).

Support the Leadership Team/ Management team with the implementation of new initiatives as required.

To demonstrate continuous development of own knowledge and competence. To be aware of, and adhere to local, Trust and National guidelines and policies and comply with all training as required.

To ensure that confidentiality is always adhered to across all aspects of the role, including patient and staff records access and information shared within office setting and at meetings

To always maintain sensitivity when dealing with private, personal and confidential situations/information relating to both staff and patients, adhering with Information Governance policy and procedures.

The post-holder will participate in service improvement at a department or service wide level.

To ensure that all matters of importance are brought to the immediate attention of the Clinical Lead or Locality Manager.

Participation in the induction and training of new staff and students/learners within the work environment.

Receive supervision support from colleagues. This may be face to face, virtually, telephone or email.

To participate in personal appraisals, 1:1s and to work to achieve agreed set objectives.

To understand current Child Protection/Safeguarding guidelines and procedures in accordance with local safeguarding policies and procedures related to the role

The role is Office-based and therefore requires long periods of sitting.

To be prepared to occasionally travel to other sites within Solihull and Warwickshire, for training or to collect equipment for the team. This may also include administrative roles being completed in Solihull Schools. Mileage will be paid.

To always act to promote the professional image of the Trust and to demonstrate Trust Values: trusted to provide safe, effective, compassionate and inclusive care.

Knowledge, Skills and Experience:

Previous administrative/clerical experience.

Have an understanding of patient and staff confidentiality.

A sound knowledge of IT/Microsoft packages.

Business Administration NVQ Level 3 or equivalent.

To work in partnership but without direct supervision

Perform data reporting relevant to the service.

Highly organised and able to prioritise competing demands, taking accountability for own actions.

Communications and Working Relationships:

To work in conjunction with and communicate effectively with external agencies as part of the 0-19 Service. To support children/young people and families within Solihull, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable children/young people and families.

To demonstrate effective and appropriate communication when dealing with difficult conversations with a potentially anxious or distressed child/young person or family member. To escalate appropriately when required to the Clinical Lead or Locality Manager.

To work in partnership with services across the 0-19 Service in Solihull and across the wider South Warwickshire University NHS Foundation Trust.

Demonstrate effective communication with 0-19 Team, Clients, Families, other agencies.

May be required to communicate basic, sensitive, complex and contentious information.

The post-holder may be required to communicate where there may be language barriers

May experience conflict from members of the public and will demonstrate conflict resolution skills.

Support new staff and other team members to develop their knowledge and skills.

Person Specification

Qualifications

Essential

• Evidence of Information Technology (UT) related skills
• NVQ 3, or equivalent, in Business Administration or relevant experience
• Competence to Level 1 Certificate Royal Society of Arts (RSA) in Test and Word Processing or can evidence equivalent knowledge and experience

Experience

Essential

• Team Administration experience
• Experience of Microsoft packages inc. Word, Outlook, Excel, data bases and other electronic systems

Desirable

• Experience of staff supervision

Skills

Essential

• Ability to work unsupervised and manage own workload and meet short deadlines.
• Ability to work calmly and confidently under pressure and manage frequent interruptions
• To be proactive and use own judgement and initiative to make safe decisions within boundaries of role
• Demonstrate the importance of maintaining confidentiality of client/staff information.
• An understanding of Child Protection principles and willing to undertake mandatory Child Protection Training
• Excellent interpersonal skills and be able to communicate effectively, verbally, typed and in writing.
• Must be able to demonstrate an understanding of equal opportunities and anti- discriminatory practice in the workplace.
• Must be able to work as part of a team and contribute to positive and effective relationship building
• Must be caring, compassionate, effective, and trustworthy, and work by the Trust values.
• Understand when to escalate issues as required to a senior staff member.
• Recording and maintenance of information systems
• Excellent Problem-Solving skills

Personal

Essential

• Highly Organised with attention to detail
• No discrimination attitudes or behaviours
• Work as committed team member
• Display flexibility

Other

Essential

• Must be able to meet the travel requirements of the role
• Willing to undertake a DBS (Disclosure and Barring Clearance)
• Must be able to sit for long periods of time

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.

Certificate of Sponsorship

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).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Crannmore Place, B90 4RZ.

Cranmore Place

Shirley, Solihull

B90 4RZ

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)