Job summary
If you're seeking a rewarding position within the NHS and thrive on challenges, consider the role of Paediatric Administrator.
As the Paediatric Administrator, you'll play a pivotal role in providing efficient, confidential, and professional administrative and secretarial support to the Matron and Specialist Nurses in the Paediatric Department. Your responsibilities will encompass various administrative tasks essential for facilitating departmental operations. Effective communication with parents, Matron, specialist nurses, and other hospital staff is crucial for delivering a proficient and high-quality service to the department.
You'll be an integral part of an Administrative Team and will report directly to the Administration Lead.
This role offers flexibility, with the opportunity to work either three or four days a week from Monday to Friday, totalling 22.5 hours per week
Main duties of the job
You will be responsible for handling tasks assigned by the Matron and potentially other specialist nurses, typing and filing documents, and coordinating with other healthcare professionals. This role will require you to exercise initiative, make decisions independently, and work efficiently to deliver a comprehensive administrative service. Effective communication and the ability to foster positive relationships with various professionals within the healthcare setting are also essential components of this role.
You will need to be able to demonstrate
- Good written and verbal communication skills with a good command of English, punctuation and grammar
- Experience in Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- Proficient and accurate typing skills
- An excellent, professional telephone manner
- Excellent communication skills
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgement and initiative as appropriate
About us
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
We are a very busy, hardworking but friendly team who need an energetic but exceptionally organised person to join our Acute Paediatrics team. If you like to be kept busy, enjoy variety and have good attention to detail whilst under pressure, then you could be the person we are looking for to enable us to deliver an excellent service.
We are looking to recruit an enthusiastic and highly motivated secretary, who is committed, demonstrate loyalty and are prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.
In return, we can offer you a job where you are valued in supporting our team and making a difference to patients.
Job description
Job responsibilities
The individual in this role will deliver a comprehensive and confidential administrative support service to the Paediatric Matrons, Specialist Nurses, and Senior Nurses within the Paediatric Department at Gloucestershire Royal Hospitals. Additionally, they will collaborate effectively as a member of the Administration Team and report directly to the Administration Lead.
Knowledge, Skills and Experience Required
-
Good basic education, to include Maths and English
-
Previous administration/secretarial experience
-
IT experience of Microsoft Office packages
-
IT capable to ensure proficient use of hospital computer systems
-
Excellent interpersonal skills for dealing with people internal and external to the organisation.
-
Flexible and responsive to working environment.
-
Able to maintain confidentiality regarding personal staff information
-
Practical ability, prioritisation and excellent time management and organisational skills.
-
Willingness to update skills regularly and to undertake training when appropriate.
Key Result Areas
- Ability to communicate effectively with all grades of staff and visitors to the department and work effectively as a team member.
- Discretion and understanding of confidentiality and data protection.
-
Typing of correspondence for Matrons and Senior Nursing Team
-
Maintaining Personal files for all Paediatric staff: This will include ensuring that all changes in staff working hours, grades, names and addresses, including temporary grades and contracts are properly recorded on Variation Forms and distributed to Payroll and Human Resources.
-
Filing for Matron Offices
-
Supporting Matrons with recruitment processes.
-
Completion of all Starter, Variation and Leaver forms. This includes ensuring when new staff are appointed that relevant Occupational Health and DBS checks are in place in consultation with HR and working well. When staff give notice the post holder is required to ensure that a leaving date and any outstanding leave are identified and communicated.
-
Taking minutes at selected meetings and distributing approved copies to staff.
-
To take responsibility for all Thank You letters for gifts and money.
-
To comply with Trust and Departmental policies and procedures e.g., Health and Safety at Work 1974, Data Protection Act 2018, Freedom of Information Act 2000 and patient/staff confidentiality at all times to ensure the appropriate use and disclosure of information.
Communication and Working Relationships
-
Matrons
-
Nurse Specialists
-
Professional Development Nurse
-
Senior nursing staff
-
Nursing staff at all levels
-
Secretarial colleagues and ward clerks
-
Departments within the Trust
-
Members of the public
-
Outside Agencies
Physical Effort and Working Conditions
-
Use of Visual Display Unit (VDU) on a daily basis, will be sitting at a desk all day.
-
Requirement to visit ward frequently during the day and other areas within the Trust such as Human Resources and General Office
-
Dealing with sensitive and confidential information
-
The work pattern is unpredictable as priorities and work requests could change during the day.
-
May be required to work in confined spaces.
Job description
Job responsibilities
The individual in this role will deliver a comprehensive and confidential administrative support service to the Paediatric Matrons, Specialist Nurses, and Senior Nurses within the Paediatric Department at Gloucestershire Royal Hospitals. Additionally, they will collaborate effectively as a member of the Administration Team and report directly to the Administration Lead.
Knowledge, Skills and Experience Required
-
Good basic education, to include Maths and English
-
Previous administration/secretarial experience
-
IT experience of Microsoft Office packages
-
IT capable to ensure proficient use of hospital computer systems
-
Excellent interpersonal skills for dealing with people internal and external to the organisation.
-
Flexible and responsive to working environment.
-
Able to maintain confidentiality regarding personal staff information
-
Practical ability, prioritisation and excellent time management and organisational skills.
-
Willingness to update skills regularly and to undertake training when appropriate.
Key Result Areas
- Ability to communicate effectively with all grades of staff and visitors to the department and work effectively as a team member.
- Discretion and understanding of confidentiality and data protection.
-
Typing of correspondence for Matrons and Senior Nursing Team
-
Maintaining Personal files for all Paediatric staff: This will include ensuring that all changes in staff working hours, grades, names and addresses, including temporary grades and contracts are properly recorded on Variation Forms and distributed to Payroll and Human Resources.
-
Filing for Matron Offices
-
Supporting Matrons with recruitment processes.
-
Completion of all Starter, Variation and Leaver forms. This includes ensuring when new staff are appointed that relevant Occupational Health and DBS checks are in place in consultation with HR and working well. When staff give notice the post holder is required to ensure that a leaving date and any outstanding leave are identified and communicated.
-
Taking minutes at selected meetings and distributing approved copies to staff.
-
To take responsibility for all Thank You letters for gifts and money.
-
To comply with Trust and Departmental policies and procedures e.g., Health and Safety at Work 1974, Data Protection Act 2018, Freedom of Information Act 2000 and patient/staff confidentiality at all times to ensure the appropriate use and disclosure of information.
Communication and Working Relationships
-
Matrons
-
Nurse Specialists
-
Professional Development Nurse
-
Senior nursing staff
-
Nursing staff at all levels
-
Secretarial colleagues and ward clerks
-
Departments within the Trust
-
Members of the public
-
Outside Agencies
Physical Effort and Working Conditions
-
Use of Visual Display Unit (VDU) on a daily basis, will be sitting at a desk all day.
-
Requirement to visit ward frequently during the day and other areas within the Trust such as Human Resources and General Office
-
Dealing with sensitive and confidential information
-
The work pattern is unpredictable as priorities and work requests could change during the day.
-
May be required to work in confined spaces.
Person Specification
Qualifications
Essential
- Educated to GCSE grade 4 or above in literacy and numeracy
- Computer literate in Microsoft Office packages
- Experience in typing/word processing and data entry
Desirable
- Proficient in NHS Systems i.e Trak/Sunrise/Infoflex
Experience
Essential
- General knowledge of office duties
- Experience in Microsoft Office packages including Word, Excel, PowerPoint and Outlook
- Knowledge and awareness of health and safety issues, risk management and data protection act
- Previous medical secretary/hospital experience
Knowledge/ Skills
Essential
- Good command and understanding of English punctuation and grammar
- Work effectively as a member of a large multi- disciplinary team
- Ability to communicate effectively with members of staff and the public from both within and outside of the hospitals trust.
- Understand the importance of confidentiality both written and verbal
- Proven organisational skills
- Self-motivated and able to work under own initiative and prioritise workload
Desirable
- Attention to detail with previous experience of filing/maintaining personal records and confidential correspondence
- Able to be professional to deal with occasional exposure to distressing or emotional circumstances
- Awareness of child protection issues.
- Minute Taking
Person Specification
Qualifications
Essential
- Educated to GCSE grade 4 or above in literacy and numeracy
- Computer literate in Microsoft Office packages
- Experience in typing/word processing and data entry
Desirable
- Proficient in NHS Systems i.e Trak/Sunrise/Infoflex
Experience
Essential
- General knowledge of office duties
- Experience in Microsoft Office packages including Word, Excel, PowerPoint and Outlook
- Knowledge and awareness of health and safety issues, risk management and data protection act
- Previous medical secretary/hospital experience
Knowledge/ Skills
Essential
- Good command and understanding of English punctuation and grammar
- Work effectively as a member of a large multi- disciplinary team
- Ability to communicate effectively with members of staff and the public from both within and outside of the hospitals trust.
- Understand the importance of confidentiality both written and verbal
- Proven organisational skills
- Self-motivated and able to work under own initiative and prioritise workload
Desirable
- Attention to detail with previous experience of filing/maintaining personal records and confidential correspondence
- Able to be professional to deal with occasional exposure to distressing or emotional circumstances
- Awareness of child protection issues.
- Minute Taking
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.
