Job summary
An exciting opportunity for an experienced Administrator has arisen to provide administration support for the care of children with diabetes.
This role requires a person who can provide senior secretarial and administrative support to a number of clinicians including complex correspondence, minutes, clinical audits and effective and sensitive communication to parents and carers. The post holder will need to have extensive experience using Microsoft Excel/spreadsheet management to support in the data capture/reporting.
Main duties of the job
It is your responsibility to ensure the highest standard of service delivery within the speciality team, providing senior secretarial and administrative support to senior clinicians including complex correspondence, minutes, clinical audits, organisation of clinics and effective and sensitive communication with parents and carers. You will also coordinate the team schedule, balancing the needs of the service with the need of staff, ensuring the continuity of an effective service.
About us
Our values:
- We always put the patient first.
- Everyone counts - we treat each other with courtesy, honest, respect and dignity.
- Committed to quality and continuously improving patient experience.
- Always caring and compassionate.
- Responsible and accountable for our actions - taking pride in our work.
- Encouraging and valuing our diverse staff and rewarding ability and innovation.
Job description
Job responsibilities
- To provide up to date data according to the Paediatric Diabetes Tariff.
- Maintain electronically stored patient information on spreadsheet or database, for audit and patient management purposes. Produce reports/information as required.
- Ensure all manual and electronic patient records are maintained accurately, including input of data to information systems used within the trust, Hospital PAS, Medisec, TPP SystmOne.
- Be aware of, and work with the relevant Lead to ensure effective delivery of relevant communication/performance targets.
- To provide senior secretarial/administrative support to senior clinicians, where there is a need for advanced knowledge and skills. To include production of complex typewritten correspondence where there is a need for multiple actions arising from dictation. All correspondence to be produced to agreed standards and timeframes.
- To provide dedicated administrative services to senior clinicians.
- Action and follow up complex instructions from senior clinicians particularly those around patients with complex needs and/or requiring multidisciplinary care.
- When liaising with parents/carers, communicate in an effective and sensitive manner.
- Ensure a high standard of communication is maintained at all times with internal and external service users i.e. own colleagues, primary care practitioners, other providers, parents, MDT, social care and education services staff.
For full details please read the job description and person specification attached.
Job description
Job responsibilities
- To provide up to date data according to the Paediatric Diabetes Tariff.
- Maintain electronically stored patient information on spreadsheet or database, for audit and patient management purposes. Produce reports/information as required.
- Ensure all manual and electronic patient records are maintained accurately, including input of data to information systems used within the trust, Hospital PAS, Medisec, TPP SystmOne.
- Be aware of, and work with the relevant Lead to ensure effective delivery of relevant communication/performance targets.
- To provide senior secretarial/administrative support to senior clinicians, where there is a need for advanced knowledge and skills. To include production of complex typewritten correspondence where there is a need for multiple actions arising from dictation. All correspondence to be produced to agreed standards and timeframes.
- To provide dedicated administrative services to senior clinicians.
- Action and follow up complex instructions from senior clinicians particularly those around patients with complex needs and/or requiring multidisciplinary care.
- When liaising with parents/carers, communicate in an effective and sensitive manner.
- Ensure a high standard of communication is maintained at all times with internal and external service users i.e. own colleagues, primary care practitioners, other providers, parents, MDT, social care and education services staff.
For full details please read the job description and person specification attached.
Person Specification
Qualifications
Essential
- GCSE English Language and Maths - minimum Grade C or equivalent
- Proven experience working in a secretarial role
Desirable
- AMSPAR Diploma
- Recognised IT qualification
- Stage II Audio Typing Transcription
Experience
Essential
- Working knowledge of Microsoft Office Software - specifically Microsoft Excel
- Able to demonstrate continuing professional development
Desirable
- Use of large mainframe database/hospital/PAS system
- Experience working in a healthcare environment
- Use of Medisec software and SystmOne
Organisational Skills
Essential
- Ability to prioritise workload effectively and accommodate the demands of the post with flexible working as required.
- Ability to work as part of a team and alone with minimum supervision.
- Precise and methodical working practices to attain a high level of accuracy.
Interpersonal Skills
Essential
- Demonstrate excellent verbal and written communication skills
- Ability to liaise at a moderately complex level
- Maintain confidentiality at all times in respect of the Data Protection Act (1998)
- Employ tact and patience when dealing with difficult situations remaining professional at all times.
Person Specification
Qualifications
Essential
- GCSE English Language and Maths - minimum Grade C or equivalent
- Proven experience working in a secretarial role
Desirable
- AMSPAR Diploma
- Recognised IT qualification
- Stage II Audio Typing Transcription
Experience
Essential
- Working knowledge of Microsoft Office Software - specifically Microsoft Excel
- Able to demonstrate continuing professional development
Desirable
- Use of large mainframe database/hospital/PAS system
- Experience working in a healthcare environment
- Use of Medisec software and SystmOne
Organisational Skills
Essential
- Ability to prioritise workload effectively and accommodate the demands of the post with flexible working as required.
- Ability to work as part of a team and alone with minimum supervision.
- Precise and methodical working practices to attain a high level of accuracy.
Interpersonal Skills
Essential
- Demonstrate excellent verbal and written communication skills
- Ability to liaise at a moderately complex level
- Maintain confidentiality at all times in respect of the Data Protection Act (1998)
- Employ tact and patience when dealing with difficult situations remaining professional at all times.
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.
