Job summary
We are looking for someone to work closely with the Clinical Improvement Leads to provide high quality administrative activities to support Children and Family Services in achieving its key performance indicators and 0-19 Public Health Nursing Service contract delivery.
You will need to be confident and proactive in assisting t in the development and maintenance of a quality administrative service across.
Developing and maintaining close working relationships with internal and external stakeholders is an important part of the role, including commissioner and midwifery. It is important to build and maintain effective communication and workflow channels in all aspects of the business.
We are looking for someone who can use their own initiative, work autonomously in referring issues to other relevant parties as appropriate, ensuring confidentiality and security of information is maintained at all times, whilst providing good customer service experience for all staff and service users.
Main duties of the job
To provide high quality secretarial support to the 0-19 Clinical Improvement Leads.
To support and work collaboratively with other secretarial and administrative staff with the primary focus to support the delivery of 0-19 Clinical Improvement.
The administrator will be responsible for ensuring all communications are being relayed accurately to relevant team members and agencies as required following correct message taking procedures.
The administrator will be required to work collaboratively with partner agencies including Primary Care, Midwifery, Education, Children's Services and the Voluntary Sector, to support effective delivery of the Healthy Child Programme.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.
With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.
Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.
Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.
Job description
Job responsibilities
To manage the Microsoft Outlook diaries and emails for Clinical Improvement Leads. To exercise judgement and discretion in the day-to-day handling, monitoring and filtering of appointments, enquiries and emails and act proactively where potential clashes/pressures are identified.
To provide full administration support for the implementation of assigned projects within the 0-19 Clinical Improvement Team.
To provide administrative support to Clinical Improvement Leads.
Plan conferences and events including Away Days, forums and any special events as required by the Senior Team within the Service, organising speakers and producing presentations and other resources. Assist in the planning and organisation of forums.
E-roster management including inputting sensitive data such as sickness records and but not exclusive to creation of rosters, partially approving rosters, drafting safer staffing reports and ensuring the rosters balance.
Attendance at divisional and local meetings including the Service Delivery Meeting (SDM) and High Impact Area workstreams and disseminate any communication.
Take minutes of meetings including Service Delivery and any other meetings as requested by Clinical Improvement leads.
Convert Insights and other data into a spreadsheet and graphical format and administer any relevant databases.
Liaise with external agencies to ensure adequate venues are booked to deliver clinical services, including libraries and community halls.
Use SBS and Clares to order supplies for teams.
Complete the room booking process for meetings including setting up accounts and processing payments on SBS.
Input incidents onto Ulysses as directed by line manager.
Support and coordinate the daily administrative functions of the Parent Information Portal within teams.
Fire warden duties including keeping up to date with Trust training.
Carry out RA Agent/Smartcard Champion responsibilities.
The postholder will be expected to travel across Hampshire to attend meetings and training, which could be at short notice, therefore use of own car with business insurance is essential.
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
To manage the Microsoft Outlook diaries and emails for Clinical Improvement Leads. To exercise judgement and discretion in the day-to-day handling, monitoring and filtering of appointments, enquiries and emails and act proactively where potential clashes/pressures are identified.
To provide full administration support for the implementation of assigned projects within the 0-19 Clinical Improvement Team.
To provide administrative support to Clinical Improvement Leads.
Plan conferences and events including Away Days, forums and any special events as required by the Senior Team within the Service, organising speakers and producing presentations and other resources. Assist in the planning and organisation of forums.
E-roster management including inputting sensitive data such as sickness records and but not exclusive to creation of rosters, partially approving rosters, drafting safer staffing reports and ensuring the rosters balance.
Attendance at divisional and local meetings including the Service Delivery Meeting (SDM) and High Impact Area workstreams and disseminate any communication.
Take minutes of meetings including Service Delivery and any other meetings as requested by Clinical Improvement leads.
Convert Insights and other data into a spreadsheet and graphical format and administer any relevant databases.
Liaise with external agencies to ensure adequate venues are booked to deliver clinical services, including libraries and community halls.
Use SBS and Clares to order supplies for teams.
Complete the room booking process for meetings including setting up accounts and processing payments on SBS.
Input incidents onto Ulysses as directed by line manager.
Support and coordinate the daily administrative functions of the Parent Information Portal within teams.
Fire warden duties including keeping up to date with Trust training.
Carry out RA Agent/Smartcard Champion responsibilities.
The postholder will be expected to travel across Hampshire to attend meetings and training, which could be at short notice, therefore use of own car with business insurance is essential.
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
- NVQ Level 4 or Higher Education Certificate/BTEC or equivalent experience
- English and Maths GCSE or equivalent
- Evidence of continuous professional development particularly organisational systems, staff supervision, business administration.
- Driving licence with use of own car.
Person Specification
Qualifications
Essential
- NVQ Level 4 or Higher Education Certificate/BTEC or equivalent experience
- English and Maths GCSE or equivalent
- Evidence of continuous professional development particularly organisational systems, staff supervision, business administration.
- Driving licence with use of own car.
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.
