Service Administrator Children's Community Nursing Service STH

Job description

Job responsibilities

1. MAIN DUTIES AND RESPONSIBILITIES OF THE POST:

Main duties

Responsibility for ensuring:

Standards of work are maintained and local and Trust policies are adhered to.

Work is customer focused, timely and of a high quality.

All telephone contacts are managed with good communications skills, taking and relaying messages and using initiative to respond to queries on behalf of the service.

Calls from distressed parents and carers are dealt with in an empathetic manner, using initiative to respond appropriately, escalating to a nurse when available.

Liaison with other professionals on behalf of the service and acting as a consistent point of contact for effective communication; via telephone, email or letter.

Maintenance and support effective diary management for the CCNS, applying staffing, appointments and meetings as required.

Correspondence is dealt with, prioritising those requiring clinical decision-making via a nurse and sorting and storing as required.

Provision of a high standard of word-processed letters, documents and reports to meet service requirements adhering to confidentiality and Trust record-keeping.

Photocopying, scanning, storing and distributing documents as required, in line with Trust policy.

Organisation of stored information using the Trust systems and local shared drive in a clear and consistent manner; ensuring compliance with the agreed record keeping systems of the Trust.

All patients are registered, referrals applied, appointments are booked, coded as per CCNS calendar and that attendance/non-attendance information is accurately recorded on all appropriate databases.

Use of the Trust tracking system for request of healthcare records by nursing staff is adheres to the Trust Medical Records Policy.

Creation and maintenance of accurate databases of defined patient information in order to evidence service activity.

Arrangement of meetings, room bookings, production of agenda documents and minute taking as requested.

To arrange translation services, in liaison with nurses, as required. This may include foreign language and/or sign language translation. Ensure that such services are available for the booked patient visit/meeting.

Monitoring, ordering and maintenance of stock levels of agreed items, ensuring rotation of stock. Requisition of stock and non-stock items via SBS and NHS Supply chain requesting purchase orders, processing invoices, receiving and receipting on delivery, unloading and storing. Seeking clinical decision making when items are out of stock.

Support for senior nurses in Health Roster creation, in order for their subsequent management of Health Roster.

Working with the CCNS to identify opportunities for service and office systems development and improvement, implementing changes as agreed.

Identified risks are escalated to Senior/Lead Nurse and documented in a timely manner in accordance with Trust and local policy.

Identified safeguarding issues are escalated to Senior/Lead Nurse/Safeguarding Team and documented in a timely manner in accordance with Trust and local policy.

• Informing the Service Lead/Nurse Leadership Team of any relevant untoward incidents/accidents, complete Datix and ensure that appropriate, corrective action and documentation takes place in accordance with Trust policy.

Equipment is maintained in accordance with local and Trust policy. Defective equipment is reported, without delay, in accordance with Trust procedures.

Resources are efficiently and effectively used.

Person Specification

Qualifications

Essential

• Educated to GCSE or equivalent level in Maths and English
• Relevant Level 3 or above qualification

Desirable

• Business administration apprenticeship qualification or willingness to undertake

Experience and knowledge

Essential

• Experience of administration work in a healthcare setting
• Good working knowledge of Windows based packages to set up documents and extract information
• Experience of using a full range of Patient administration systems
• Experience and utilisation of NHS Supply chain and SBS systems, and related finance responsibilities

Desirable

• A minimum of one year's experience working in a similar role in hospital/health care setting
• Knowledge and experience of Health Roster

Skills

Essential

• Knowledge and awareness of diversity and human rights as appropriate to the role
• Provide a customer focussed service
• Communicate effectively to ensure high standards of care and support as appropriate to your role
• Strong organisational skills: ability to work to deadlines, prioritise tasks and manage own workload without direct supervision
• Flexibility and ability to work under pressure
• Ability to use initiative when dealing with issues

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

Epsom and St Helier University Hospitals NHS Trust

Address

Children's Community Nursing Service, Queen Mary's Hospital for Children, St.Helier Hospital

Wrythe Lane

Carshalton

SM5 1AA

Employer's website

https://www.epsom-sthelier.nhs.uk/work-for-us (Opens in a new tab)