Job summary
The Developmental Paediatric Service has an opportunity for a Secretary/Administrator to join its existing team. This is a dual role to provide comprehensive secretarial support to the Consultant Paediatricians and to provide administration support working as part of the existing administration team. The successful candidate will be expected to demonstrate a flexible approach to meet the needs of the service.
To organise, provide and be responsible for secretarial and administrative support to health professionals within the department
To provide the first point of contact for all enquiries to the service, taking messages, being a point of contact for all queries for the service keeping appropriate staff informed.
To undertake office duties, processing of incoming referrals as per organisational policy, recording and processing these using systm1.
To oversee the administration of the clerical work of the department, allocating routine duties to others in the team e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead.
To ensure all correspondence for the service is typed, allocated to clinicians or filed as required.
To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
Main duties of the job
- To ensure that referrals are screened, and priorities highlighted to team lead
- To utilise, and support Band 2 staff to utilise, Systm1 for case management
- To provide and support Band 2 to provide, the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers and other health professionals
- To assist in information collection for patients as requested by registered staff
- To oversee band 2 in provision of and to provide word processing, audio/copy typing, for team
- To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
- To operate computerised system such as Systm1 as part of supporting patient management
- To type detailed, lengthy patient reports, school review reports, letters, Education health and care plans, safe guarding reports, memos and minutes and to design and format tables, forms and certificates as requested
- To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list
- Responsible for implementing and maintaining a centralised prescription database by using excel system
- To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
Record Keeping
- To record, and to supervise Band 2 in recording, new referrals and monitor waiting lists keeping staff informed of targets and possible breaches
- To monitor waiting lists and reviews, managing as per departmental policy
- To compile patient treatment records in line with local policies and to discharge referrals on systm1 and manage the appropriate administration processes.
- To retrieve case notes, either written or computerised for clinics
- To scan records as required.
- To photocopy materials and correspondence as required.
- To be independently responsible for record storing and archivin
Appointment Management
- To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non attendance as per organisational policy
- To monitor and input data as required by team leader
- To document direct and indirect contact with service users / parents in records
- To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received
Stock Management
- To keep records of stock ordered.
- To maintain an inventory of all office, reordering via team lead when required
- To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as require
Data Management
- To collect and submit data for the trust within timescales
- To travel to clinics within the boundaries of St Helens to provide administrative support to the services therein. This responsibility is delegated from team leader
Staff Development
- To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff
Communication
- To work as a member of the team, communicating relevant information to appropriate team member.
- To be able to communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
- To communicate and liaise with internal Bridgewater departments and external agencies, making phone calls as requested by staff to parents and other professionals.
- To be Deputy Fire Marshall for the service.
- To bring to the attention of the head of service any problems or defects associated with the effective running of the service.
Business Continuity
- To ensure business continuity and support the function of the St Helens Community Paediatric and Looked After Children team, there will be a requirement to assist with any other Looked After Children administrative duties as required.
Job description
Job responsibilities
Record Keeping
- To record, and to supervise Band 2 in recording, new referrals and monitor waiting lists keeping staff informed of targets and possible breaches
- To monitor waiting lists and reviews, managing as per departmental policy
- To compile patient treatment records in line with local policies and to discharge referrals on systm1 and manage the appropriate administration processes.
- To retrieve case notes, either written or computerised for clinics
- To scan records as required.
- To photocopy materials and correspondence as required.
- To be independently responsible for record storing and archivin
Appointment Management
- To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non attendance as per organisational policy
- To monitor and input data as required by team leader
- To document direct and indirect contact with service users / parents in records
- To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received
Stock Management
- To keep records of stock ordered.
- To maintain an inventory of all office, reordering via team lead when required
- To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as require
Data Management
- To collect and submit data for the trust within timescales
- To travel to clinics within the boundaries of St Helens to provide administrative support to the services therein. This responsibility is delegated from team leader
Staff Development
- To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff
Communication
- To work as a member of the team, communicating relevant information to appropriate team member.
- To be able to communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
- To communicate and liaise with internal Bridgewater departments and external agencies, making phone calls as requested by staff to parents and other professionals.
- To be Deputy Fire Marshall for the service.
- To bring to the attention of the head of service any problems or defects associated with the effective running of the service.
Business Continuity
- To ensure business continuity and support the function of the St Helens Community Paediatric and Looked After Children team, there will be a requirement to assist with any other Looked After Children administrative duties as required.
Person Specification
Qualifications
Essential
- Educated to GCSE level in English and Mathematics and/or equivalent qualification or experience
- RSA III typewriting / word processing skills and/or equivalent qualification or equivalent experience
- ECDL and/or equivalent qualification or experience
Desirable
- Shorthand qualification and/or equivalent qualification or experience
Knowledge & Experience
Essential
- Comprehensive understanding of a range of administration / secretarial procedures
- Experience in preparing for meetings
- Microsoft Office software
- Ability to work as part of a team
Desirable
- Understanding of Trust Internal Policies as appropriate
- Experience of working within NHS
- Experience using graphics software
Skills
Essential
- Excellent IT skills
- Ability to communicate effectively at all levels
- Ability to manage / prioritise workload and work to strict deadlines
- Capability to adapt to new and unexpected situations
- Ability to accurately maintain computerised and manual filing / documentation systems
- Ability to use own initiative and work independently
- Excellent time management and problem-solving skills
- Excellent interpersonal skills
Desirable
- Good numerical skills for compilation of statistics
Other
Essential
- Willing to undertake further training as required
- Comply with Trust policies and procedures at all times
- Understanding of confidential nature of role and awareness of GDPR
- The ability to travel independently across the Trust
Desirable
- The ability to work flexibly in accordance with service needs, which may include some Saturday working
Person Specification
Qualifications
Essential
- Educated to GCSE level in English and Mathematics and/or equivalent qualification or experience
- RSA III typewriting / word processing skills and/or equivalent qualification or equivalent experience
- ECDL and/or equivalent qualification or experience
Desirable
- Shorthand qualification and/or equivalent qualification or experience
Knowledge & Experience
Essential
- Comprehensive understanding of a range of administration / secretarial procedures
- Experience in preparing for meetings
- Microsoft Office software
- Ability to work as part of a team
Desirable
- Understanding of Trust Internal Policies as appropriate
- Experience of working within NHS
- Experience using graphics software
Skills
Essential
- Excellent IT skills
- Ability to communicate effectively at all levels
- Ability to manage / prioritise workload and work to strict deadlines
- Capability to adapt to new and unexpected situations
- Ability to accurately maintain computerised and manual filing / documentation systems
- Ability to use own initiative and work independently
- Excellent time management and problem-solving skills
- Excellent interpersonal skills
Desirable
- Good numerical skills for compilation of statistics
Other
Essential
- Willing to undertake further training as required
- Comply with Trust policies and procedures at all times
- Understanding of confidential nature of role and awareness of GDPR
- The ability to travel independently across the Trust
Desirable
- The ability to work flexibly in accordance with service needs, which may include some Saturday working
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.
