Job summary
An exciting opportunity has arisen to join the Y&H Surgery in Children and Paediatric Critical Care ODNs in a joint role providing administrative support to both ODNs.
The successful candidate would be part of a growing admin team, a key member of our ODN core teams and integral to the day to day delivery of our work programmes and our engagement across the region.
Please Note - If we receive a high volume of applications this vacancy will close early.
Main duties of the job
The post holder will manage the communications and administrative duties of the Yorkshire & Humber (Y&H), Paediatric Critical Care (PCC) and Surgery in Children (SIC) Operational Delivery Networks (ODNs) to ensure the provision of a high quality, efficient and effective service. The post holder will work as part of dynamic ODN teams ensuring each ODN aligns and works with established and evolving NHS organisations in the delivery of work programmes, to improve joint working and to achieve better outcomes and service access.
The Network has many functions with one of its major roles being to support provider units to meet the requirements of their provider service specifications. This requires the post holder to work effectively across a wide geographical area, exhibiting a professional approach and taking responsibility for the co-ordination of a full annual agenda comprising of regular business meetings and large-scale educational events and conferences.
The ability and willingness to travel and service such events is therefore essential.
The post holder will provide a comprehensive and confidential secretarial and administrative service to the ODN teams including the typing of letters, reports, minutes and other relevant documentation, copy typing or direct dictation ensuring that work is completed to meet the deadlines specified, the production of spreadsheets and ongoing maintenance of an up-to-date comprehensive electronic filing system.
About us
As our host trust, Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
- Provide a comprehensive and confidential secretarial and administrative service to the ODN teams including the typing of letters, reports, minutes and other relevant documentation, copy typing or direct dictation ensuring that work is completed to meet the deadlines specified, the production of spreadsheets and ongoing maintenance of an up-to-date comprehensive electronic filing system.
- Organise meetings/conferences/stakeholder events, locally and nationally, including arrangement of venues and refreshments, ensuring equipment is available if required, organising travel arrangements, hotel accommodation, parking etc.
- Attendance at the above meetings to ensure the smooth running of meetings and that any action points or minutes are accurately recorded and appropriately circulated post meeting.
- Manage electronic diaries for ODN team members, liaising with national and local organisations to ensure accurate meeting requests are coordinated efficiently and timely to meet the needs of all parties.
- Assist the ODN Managers with secretarial duties to ensure their time management is effective.
- Service meetings both face to face and online by assisting in the timely production of agendas, papers and presentation materials for meetings and events i.e., seminars, workshops, and timeouts, including the dissemination of papers and the distribution of all agendas and supporting documentation.
- Undertake clerical duties, photocopying, receiving, and sending of internal and external mail on a large scale.
- Working with ODN colleagues collate and manage contact/circulation lists to ensure ODN communication is effective and up to date at all times.
- Organise delivery of ODN study courses, training days, Clinical Forums and workshops and other special events on a local and regional level as directed by the course leaders. Including the production and circulation of certificates of attendance and evaluation and feedback forms.
- Assisting with the Annual Conference including the production of an accurate registration log and conference materials.
- Ensure that any expenses in connection with room hire, catering etc. are recorded and invoices forwarded to the Network Director and Network Co-ordinator for approval and further processing by Finance.
- Ownership and maintenance of the ODN Admin and Education mail accounts, responding to queries in a timely manner
- Utilise existing and acquired new skills in order to produce regular communication, minutes and reports including Annual Reports which portray professionalism and reflect the Networks in a positive way.
- Utilise significant personal initiative to deal with queries on behalf of the ODN team, using knowledge and judgment to determine the urgency of queries and ensuring urgent matters are dealt with effectively or brought to the attention of the appropriate person. Assist team members by responding to requests for information wherever possible by dealing independently with telephone calls/queries and efficiently conveying accurate messages.
- Prioritise workload to ensure that work is completed in order to meet the deadlines specified.
- Maintain good working relationships both internally and with other agencies in the pursuance of collaborative working.
- Maintain departmental procedures making suggestions to improve the efficiency of the office where possible.
- Participate fully in training programmes as requested
- Ensure SCH protocols for confidentiality are observed.
- Ensure personal mandatory training requirements are up to date.
- Compose routine letters, memos, and emails.
- Must be able to work individually or part of a team.
- Appropriate typing qualification
- IT qualification or equivalent.
- Manage the daily administrative duties of the service to ensure the provision of a high quality, efficient and effective service.
- Must be tactful and diplomatic.
- Communicating at the relevant level with other healthcare professionals.
- Have an operational understanding of systems to enable greater productivity to a high level.
- Take responsibility for ensuring all documentation is precise and accurate.
- Ability to negotiate with medical/clinical staff to ensure that resources are scheduled in the most effective manner.
- Working quickly and efficiently to input data.
- Must be fully knowledgeable of the procedures to follow if a system failure occurs.
- Adhere to all Trust policies and procedures at all times
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
- Provide a comprehensive and confidential secretarial and administrative service to the ODN teams including the typing of letters, reports, minutes and other relevant documentation, copy typing or direct dictation ensuring that work is completed to meet the deadlines specified, the production of spreadsheets and ongoing maintenance of an up-to-date comprehensive electronic filing system.
- Organise meetings/conferences/stakeholder events, locally and nationally, including arrangement of venues and refreshments, ensuring equipment is available if required, organising travel arrangements, hotel accommodation, parking etc.
- Attendance at the above meetings to ensure the smooth running of meetings and that any action points or minutes are accurately recorded and appropriately circulated post meeting.
- Manage electronic diaries for ODN team members, liaising with national and local organisations to ensure accurate meeting requests are coordinated efficiently and timely to meet the needs of all parties.
- Assist the ODN Managers with secretarial duties to ensure their time management is effective.
- Service meetings both face to face and online by assisting in the timely production of agendas, papers and presentation materials for meetings and events i.e., seminars, workshops, and timeouts, including the dissemination of papers and the distribution of all agendas and supporting documentation.
- Undertake clerical duties, photocopying, receiving, and sending of internal and external mail on a large scale.
- Working with ODN colleagues collate and manage contact/circulation lists to ensure ODN communication is effective and up to date at all times.
- Organise delivery of ODN study courses, training days, Clinical Forums and workshops and other special events on a local and regional level as directed by the course leaders. Including the production and circulation of certificates of attendance and evaluation and feedback forms.
- Assisting with the Annual Conference including the production of an accurate registration log and conference materials.
- Ensure that any expenses in connection with room hire, catering etc. are recorded and invoices forwarded to the Network Director and Network Co-ordinator for approval and further processing by Finance.
- Ownership and maintenance of the ODN Admin and Education mail accounts, responding to queries in a timely manner
- Utilise existing and acquired new skills in order to produce regular communication, minutes and reports including Annual Reports which portray professionalism and reflect the Networks in a positive way.
- Utilise significant personal initiative to deal with queries on behalf of the ODN team, using knowledge and judgment to determine the urgency of queries and ensuring urgent matters are dealt with effectively or brought to the attention of the appropriate person. Assist team members by responding to requests for information wherever possible by dealing independently with telephone calls/queries and efficiently conveying accurate messages.
- Prioritise workload to ensure that work is completed in order to meet the deadlines specified.
- Maintain good working relationships both internally and with other agencies in the pursuance of collaborative working.
- Maintain departmental procedures making suggestions to improve the efficiency of the office where possible.
- Participate fully in training programmes as requested
- Ensure SCH protocols for confidentiality are observed.
- Ensure personal mandatory training requirements are up to date.
- Compose routine letters, memos, and emails.
- Must be able to work individually or part of a team.
- Appropriate typing qualification
- IT qualification or equivalent.
- Manage the daily administrative duties of the service to ensure the provision of a high quality, efficient and effective service.
- Must be tactful and diplomatic.
- Communicating at the relevant level with other healthcare professionals.
- Have an operational understanding of systems to enable greater productivity to a high level.
- Take responsibility for ensuring all documentation is precise and accurate.
- Ability to negotiate with medical/clinical staff to ensure that resources are scheduled in the most effective manner.
- Working quickly and efficiently to input data.
- Must be fully knowledgeable of the procedures to follow if a system failure occurs.
- Adhere to all Trust policies and procedures at all times
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications
Essential
- Minimum 3 GCSEs or equivalent, to include maths and english
Desirable
- RSA Stage Typing/Word Processing 3
- ECDL and or relevant NVQ qualification e.g. business administration level 2/3
Experience
Essential
- Significant experience of providing a comprehensive administrative and secretarial service
Desirable
- Evidence of undertaking a additional skills training with willingness to develop further
Skills and Abilities
Essential
- Extensive use of Microsoft Office Applications e.g. Word, Excel, Powerpoint and Teams
- Excellent Communicator both verbal and written
- Ability to prioritise workload, meet performance targets, often to short timeframes
Person Specification
Qualifications
Essential
- Minimum 3 GCSEs or equivalent, to include maths and english
Desirable
- RSA Stage Typing/Word Processing 3
- ECDL and or relevant NVQ qualification e.g. business administration level 2/3
Experience
Essential
- Significant experience of providing a comprehensive administrative and secretarial service
Desirable
- Evidence of undertaking a additional skills training with willingness to develop further
Skills and Abilities
Essential
- Extensive use of Microsoft Office Applications e.g. Word, Excel, Powerpoint and Teams
- Excellent Communicator both verbal and written
- Ability to prioritise workload, meet performance targets, often to short timeframes
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
