Gloucestershire Health and Care NHS Foundation Trust

Children in Care Service - Administrator Assistant

The closing date is 31 July 2025

Job summary

o To work as part of a team providing administrative support to assist the CYPS Children in Care Service in the delivery of care.

o To proactively manage/coordinate administrative tasks to ensure that accurate data is available to CYPS both for clinical purposes and reporting requirements.

o To proactively liaise with all stakeholders assuring the promotion, coordination, delivery and evaluation of the Children in Care service.

Main duties of the job

o Arrange, confirm appointments and meetings, as required, making appropriate arrangements e.g. booking venues, equipment, etc.

o To support the Children in Care in the delivery of safeguarding processes by booking safeguarding supervision sessions and room to facilitate.

o Provide a secretarial service to team meetings, including the preparation and distribution of agendas, papers and minute taking. Note these meetings may be at various locations across the county.

o To book appointments for clinicians via email and manage these appointments if service users need to change/cancel, via either email or telephone.

o To oversee the service's main email inbox, upload referrals and forward emails to clinicians as required.

o To answer service's main telephone, take messages and forward to clinicians.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Date posted

18 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Per annum

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

327-25-583

Job locations

Rikenel

Montpelier

Gloucester

GL1 1LY

Job description

Job responsibilities

To be point of contact for all stakeholders, managing service telephone number and email inbox.
To provide and receive confidential and sensitive information from childrens networks and manage according to processes
Order and maintain stock supplies as appropriate. Report issues with estates as appropriate
To ensure all communications are accurate, timely and well presented as per corporate standards
To adhere to existing policies and standard operating procedures with the ability to provide constructive feedback and suggestions for improvements of processes within their specific area
To adhere to administrative duties as per CYPS Standard Operating Procedures, Trust Guidelines and Policies.

Job description

Job responsibilities

To be point of contact for all stakeholders, managing service telephone number and email inbox.
To provide and receive confidential and sensitive information from childrens networks and manage according to processes
Order and maintain stock supplies as appropriate. Report issues with estates as appropriate
To ensure all communications are accurate, timely and well presented as per corporate standards
To adhere to existing policies and standard operating procedures with the ability to provide constructive feedback and suggestions for improvements of processes within their specific area
To adhere to administrative duties as per CYPS Standard Operating Procedures, Trust Guidelines and Policies.

Person Specification

Qualifications

Essential

Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject Or educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.

Desirable

ECDL or equivalent

Experience

Essential

Proven administration skills and experience
IT literate, experience in typing/word processing and data entry
Recent relevant experience within a customer facing/ business environment (face to face and via the telephone)

Desirable

Some experience of working in a healthcare/NHS environment

Specialist knowledge

Essential

General office skills, including filing, photocopying, diary management, setting up meetings
Ability to learn and effectively utilise various electronic systems. (ordering, learning & processes).

Desirable

Knowledge of NHS systems such as appropriate systems e.g. , PAS, SystmOne Rio, Carenotes

Person Specification

Qualifications

Essential

Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject Or educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.

Desirable

ECDL or equivalent

Experience

Essential

Proven administration skills and experience
IT literate, experience in typing/word processing and data entry
Recent relevant experience within a customer facing/ business environment (face to face and via the telephone)

Desirable

Some experience of working in a healthcare/NHS environment

Specialist knowledge

Essential

General office skills, including filing, photocopying, diary management, setting up meetings
Ability to learn and effectively utilise various electronic systems. (ordering, learning & processes).

Desirable

Knowledge of NHS systems such as appropriate systems e.g. , PAS, SystmOne Rio, Carenotes

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.

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Rikenel

Montpelier

Gloucester

GL1 1LY

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Rikenel

Montpelier

Gloucester

GL1 1LY

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)