Job summary
This role is for an experienced individual who is able to provide accurate, efficient and confidential secretarial/administrative support to the Children in Our Care Health Team. Making full use of electronic communication, computers and databases to support the effective delivery of the role, and exercise total discretion at all times when working with the team and outside agencies. The role will include being party to some extremely sensitive and distressing information, the post holder should be aware of this when applying, although full support will be given at all times.
The role will include maintaining office systems which contribute to the efficiency of the department. Data needs to be inputted to required standards and involves prioritising and organising the day-to-day workload, whilst maintaining confidentiality of information throughout the full range of duties involved. You will also be required to liaise with staff within and outside of the organisation as appropriate. The post holder will embrace the core values of Stockport NHS Foundation Trust. Previous experience of working in an office-based environment is important as is the ability to demonstrate accurate working and working well as part of a team. This role is non-patient facing.
Main duties of the job
This role is for an experienced individual who is able to provide accurate, efficient and confidential secretarial/administrative support to the Children in Our Care Health Team. Making full use of electronic communication, computers and databases to support the effective delivery of the role, and exercise total discretion at all times when working with the team and outside agencies. The role will include being party to some extremely sensitive and distressing information, the post holder should be aware of this when applying, although full support will be given at all times.
The role will include maintaining office systems which contribute to the efficiency of the department. Data needs to be inputted to required standards and involves prioritising and organising the day-to-day workload, whilst maintaining confidentiality of information throughout the full range of duties involved. You will also be required to liaise with staff within and outside of the organisation as appropriate. The post holder will embrace the core values of Stockport NHS Foundation Trust. Previous experience of working in an office-based environment is important as is the ability to demonstrate accurate working and working well as part of a team. This role is non-patient facing.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
Main Duties and Responsibilities
- Provide accurate and efficient administrative and secretarial support, prioritising work to respond to competing demands.
- Process Initial Health Assessment and Review Health Assessment requests for Children in Our Care.
- Maintain and update a variety of computerised systems for Children in Our Care.
- Communicate with a variety of internal and external sources as appropriate to ensure that records of Children in Our Care are obtained as necessary.
- Communicate with staff in childrens Social Care in their Children in Our Care department to ensure all relevant information is available to health professionals.
- To deal with verbal enquiries relating to Children in Our Care.
- Produce information in various formats by use of spreadsheets, database and presentation packages.
- Ensure post and emails from personal and generic email accounts are opened daily and prioritised.
- Ensure all queries to the team are dealt with in an efficient, courteous and professional manner.
- Use of multiple patient data systems.
- Experience of using EMIS is desirable.
- Maintaining and developing team microsite.
- Answering the telephone internal/external, taking messages and action where appropriate.
- Retrieve and safely secure patients records.
- Provide an efficient electronic & paper filing and retrieval system and operation of a bring forward system for matters outstanding.
- Communicate effectively with:
Members of the Public
Professional and Clinical Staff
Senior staff in other departments and organisations
Administrators in other departments and organisation
Other members of the department
- Follow agreed procedures to maintain the Children in Our Care database.
- To take and produce minutes from meetings.
- To ensure messages are accurately recorded, prioritised and brought to the prompt attention of the Named Nurse or the Specialist Nurses.
- Provide an accurate and efficient administrative support to the Children in Our Care Specialist Nurses.
- To undertake any other duties which are deemed appropriate to the grade when requested by a manager.
- To provide support within the wider Safeguarding Children and administration teams as demand requires.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £26.50. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.
Job description
Job responsibilities
Main Duties and Responsibilities
- Provide accurate and efficient administrative and secretarial support, prioritising work to respond to competing demands.
- Process Initial Health Assessment and Review Health Assessment requests for Children in Our Care.
- Maintain and update a variety of computerised systems for Children in Our Care.
- Communicate with a variety of internal and external sources as appropriate to ensure that records of Children in Our Care are obtained as necessary.
- Communicate with staff in childrens Social Care in their Children in Our Care department to ensure all relevant information is available to health professionals.
- To deal with verbal enquiries relating to Children in Our Care.
- Produce information in various formats by use of spreadsheets, database and presentation packages.
- Ensure post and emails from personal and generic email accounts are opened daily and prioritised.
- Ensure all queries to the team are dealt with in an efficient, courteous and professional manner.
- Use of multiple patient data systems.
- Experience of using EMIS is desirable.
- Maintaining and developing team microsite.
- Answering the telephone internal/external, taking messages and action where appropriate.
- Retrieve and safely secure patients records.
- Provide an efficient electronic & paper filing and retrieval system and operation of a bring forward system for matters outstanding.
- Communicate effectively with:
Members of the Public
Professional and Clinical Staff
Senior staff in other departments and organisations
Administrators in other departments and organisation
Other members of the department
- Follow agreed procedures to maintain the Children in Our Care database.
- To take and produce minutes from meetings.
- To ensure messages are accurately recorded, prioritised and brought to the prompt attention of the Named Nurse or the Specialist Nurses.
- Provide an accurate and efficient administrative support to the Children in Our Care Specialist Nurses.
- To undertake any other duties which are deemed appropriate to the grade when requested by a manager.
- To provide support within the wider Safeguarding Children and administration teams as demand requires.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £26.50. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.
Person Specification
Education and Qualifications
Essential
- Good general education (5 GSE's or Equivalent, including English and Maths) or equivalent experience
- ECDL or equivalent Microsoft Office qualification at Intermediate or Advanced Level
Desirable
- Basic secretarial / business administration qualification
Knowledge
Essential
- Knowledge in the use of email and the internet including information governance regarding sending and receiving information securely.
Desirable
- Knowledge of Safeguarding Children, Children in Our Care (Looked After Children)
Experience
Essential
- Previous clerical/secretarial experience
- Previous NHS office experience
- Previous experience working as an administrator in a busy environment
Skills and Abilities
Essential
- Excellent interpersonal and communication skills within and outside the health organisation
- Able to record accurately
- Able to work on own initiative without constant supervision.
- Excellent organisational skills
- Ability to prioritise own workload in accordance with level of urgency and have a good understanding of time management.
- Ability to deal with sensitive, confidential and potentially emotionally distressing information
Desirable
- Able to use different Hospital systems such as Patient Centre and EMIS
Person Specification
Education and Qualifications
Essential
- Good general education (5 GSE's or Equivalent, including English and Maths) or equivalent experience
- ECDL or equivalent Microsoft Office qualification at Intermediate or Advanced Level
Desirable
- Basic secretarial / business administration qualification
Knowledge
Essential
- Knowledge in the use of email and the internet including information governance regarding sending and receiving information securely.
Desirable
- Knowledge of Safeguarding Children, Children in Our Care (Looked After Children)
Experience
Essential
- Previous clerical/secretarial experience
- Previous NHS office experience
- Previous experience working as an administrator in a busy environment
Skills and Abilities
Essential
- Excellent interpersonal and communication skills within and outside the health organisation
- Able to record accurately
- Able to work on own initiative without constant supervision.
- Excellent organisational skills
- Ability to prioritise own workload in accordance with level of urgency and have a good understanding of time management.
- Ability to deal with sensitive, confidential and potentially emotionally distressing information
Desirable
- Able to use different Hospital systems such as Patient Centre and EMIS
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.
