Job summary
An exciting opportunity has arisen to join the 0 to 19 Torbay Admin Team.
The 0 to 19 Admin Hub works as an integrated member of the 0 to 19 Torbay Partnership providing secretarial and office administrative service for the Specialist Community Public Health Nursing (SCPHN) workforce.
The 0 to 19 Admin Lead will support the Business Manager and Co-Ordinator with a wide range of office functions which will result in the smooth running of our electronic record keeping systems in the 0 to 19 Admin Hub.
This includes receiving and dealing with all electronic and telephone queries, responsibility for maintaining electronic records, as well as the office administration functions including ordering of supplies and equipment, minute taking and room bookings. This will include providing leadership support to the administration hub in the absence of the Co-ordinator.
Main duties of the job
To provide an effective channel for communicating between the team and other agencies
To assist in the preparation for and attending of meetings. This is to include the taking of minutes, the writing of agendas and will also include the booking of rooms for meetings.
To monitor and provide appropriate responses to generic emails which may require progress chasing and non-routine activities.
To collect and compile data.
To produce newsletters for staff, partners and stakeholders.
To review electronically received data and utilise relevant IT systems to coordinate the accurate dissemination of information, safely and efficiently, across the SCPHN workforce.
To respond to telephone enquires in an efficient manner, providing signposting and appropriate management where tact and sensitivity is required.
To participate in the recruitment process for all posts and assisting with shortlisting and joining the interview panels for band 2 administrator posts
To respond to and engage with social media interactions and messages in a timely, appropriate and professional manner.
Managing referrals, and universal contacts that require allocation to Public Health Nursing staff (PHN), and the wider 0 to 19 Torbay service.
Maintain the allocation spread sheet and facilitate allocation meetings.
To undertake monthly 1-2-1 reviews with the Admin Hub.
About us
Why Work With Us
0 to 19 Torbay is a partnership made up of Torbay and South Devon NHS Foundation Trust, Action for Children and the Children's Society. Within this sits our 0-19 Admin Hub which is made up of hard working, dedicated administrators with a variety of skill mix.
We continue to develop both our 0 to 19 Admin Hub and Partnership every day and are hoping to employ someone who is positive, dynamic and hard working, who can also bring new ideas and experience to the table and help us provide the best service possible to the Torbay area.
The post holder will work with other members of the 0 to 19 Admin Team to provide a single point of access into 0 to 19 Torbay, for TSDFT departments, partner agencies and the public.
Job description
Job responsibilities
Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification
Job description
Job responsibilities
Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification
Person Specification
Qualifications and training
Essential
- NVQ level 3 or equivalent experience
- Good level of general education including GCSE English & Maths at grade C or above, or equivalent
- RSA ll Typing or equivalent.
- Training or experience in Microsoft Office Software including Excel, Word, PowerPoint and Outlook
Desirable
- European Computer Driving Licence
- Evidence of continued development
Knowledge and experience
Essential
- Excellent working knowledge of MS, Excel, Word, Publisher, Internet and email
- Ability to take the lead in setting up new systems for data collection
- Excellent keyboard/IT skills, to include accurate recording skills
- Ability to work individually and under own initiative
- Able to manage own workload
- Effective in using multiple database computer systems
- High standard of numeracy and literacy; clear written and verbal communication skills
- Proven ability to organise and prioritise workload with minimum supervision, whilst dealing with conflicting demands
Desirable
- Proven working knowledge of NHS Administration and IT systems, i.e. PARIS, Unit4 (formerly Agresso), IHCS, Careplus, ICON
- Experience of working with and understanding the role of SCPHNs
- Knowledge of safeguarding children
- Ability to manage competing priorities
- Ability to set up, develop and implement effective systems to establish well organised administrative support to the management team
- Experience of working within a multi skilled partnership team
Specific Skills
Essential
- Ability to effectively use Microsoft Excel and Word
- Proven ability to type up correspondence without supervision, ensuring a high degree of accuracy and attention to detail to produce professional standard documents
- Experience in minutetaking at professional level meetings; transcription and distribution of minutes
- Excellent keyboard/IT skills, to include accurate recording skills
Desirable
- Organising training events and forums
- Ability to manage competing priorities
- Ability to set up, develop and implement effective systems to establish well organised administrative support to the management team
- Experience if working within NHS environment and general awareness of NHS issues
- Awareness of Public Health issues including health promotion
- Experience of working with children
- Experience of managing and promoting a public social media account
Person Specification
Qualifications and training
Essential
- NVQ level 3 or equivalent experience
- Good level of general education including GCSE English & Maths at grade C or above, or equivalent
- RSA ll Typing or equivalent.
- Training or experience in Microsoft Office Software including Excel, Word, PowerPoint and Outlook
Desirable
- European Computer Driving Licence
- Evidence of continued development
Knowledge and experience
Essential
- Excellent working knowledge of MS, Excel, Word, Publisher, Internet and email
- Ability to take the lead in setting up new systems for data collection
- Excellent keyboard/IT skills, to include accurate recording skills
- Ability to work individually and under own initiative
- Able to manage own workload
- Effective in using multiple database computer systems
- High standard of numeracy and literacy; clear written and verbal communication skills
- Proven ability to organise and prioritise workload with minimum supervision, whilst dealing with conflicting demands
Desirable
- Proven working knowledge of NHS Administration and IT systems, i.e. PARIS, Unit4 (formerly Agresso), IHCS, Careplus, ICON
- Experience of working with and understanding the role of SCPHNs
- Knowledge of safeguarding children
- Ability to manage competing priorities
- Ability to set up, develop and implement effective systems to establish well organised administrative support to the management team
- Experience of working within a multi skilled partnership team
Specific Skills
Essential
- Ability to effectively use Microsoft Excel and Word
- Proven ability to type up correspondence without supervision, ensuring a high degree of accuracy and attention to detail to produce professional standard documents
- Experience in minutetaking at professional level meetings; transcription and distribution of minutes
- Excellent keyboard/IT skills, to include accurate recording skills
Desirable
- Organising training events and forums
- Ability to manage competing priorities
- Ability to set up, develop and implement effective systems to establish well organised administrative support to the management team
- Experience if working within NHS environment and general awareness of NHS issues
- Awareness of Public Health issues including health promotion
- Experience of working with children
- Experience of managing and promoting a public social media account
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.
