Children's Administration Assistant

Job responsibilities

Main Duties & Responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

• Using a range of software programmes and audio-typing to produce minutes, maintain and distribute documents, including reports, spreadsheets, action logs, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature. To share relevant reports and documents by uploading to relevant TEAMs pages as required.

• Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.

• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.

• Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.

• Distributing incoming mail and ensuring that outgoing post is sent in a timely manner.

• Researching appropriate websites, downloading and circulating documents, as requested.

• Identify and report areas within working processes and procedures that could improve service delivery. To produce process guides or flowcharts to ensure processes are fit for purpose.

• Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. Signpost staff to provide information on Trusts processes, i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, and meeting candidates prior to interview, ordering equipment and uniform for new starters as necessary.

• Coordinating requests from management on the Vacancy Request Authorisation (VRA) tracker to support with the approval or rejection of requests in a timely manner.

• Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
• Tomaintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes, issuing meeting invitations, formulating agendas, distributing papers, making internal and external room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. Where necessary, booking accommodation for staff to attend training or meetings, such as hotels, meeting venues, and supporting with populating the paperwork for bookings as necessary, such as filling out booking request forms, invoices and completing purchase orders.
• To undertake receptionist/telephonist duties, receiving and processing telephone and TEAMs calls, which may be urgent, liaising with health professionals to correctly process requests.
• To communicate with patients and stakeholders at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
• To be responsible for the efficient use of office equipment and supplies, requisitioning, chasing authorisation and receipting goods and services on the NHS procurement system, PowerGate, and carrying out research into goods and services as directed.
• To monitor and respond to emails that come into the CYP Leadership shared mailbox in a timely manner following the shared inbox rota/schedule. This can include supporting with; Subject Access Requests (SARs), Freedom of Information requests, Health & Safety Alerts, Flexible Working Requests and any other ad-hoc tasks and requests.
• Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations.
• Administratively supporting Senior Leaders with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature.
• Inputting onto various databases and systems, e.g. TRAC, Cloudbooking, Microsoft Stream, SystmOne, Teams, HealthRoster, other ad-hoc systems and designated spreadsheets, within the required timescales and deadlines.
• Updating staff availability via HealthRoster to support management, which can include adding annual leave, study leave, on-call shifts, time owed in lieu (TOIL), balancing hours, running shift patterns and adding sickness episodes. Also supporting with calculating annual leave hours and adding this to staffs entitlement. Liaising with the e-Rostering team regarding any changes to staff circumstances (changes in working hours, leavers, new starters etc).
• Supporting managers with staff mandatory training and PDP compliance, breaking down reports to collate information on staff who may be non-compliant, distributing data to relevant managers and where necessary, supporting with allocating time to senior managers to complete relevant training or participate in relevant meetings. This includes supporting managers with the scheduling of monthly supervisions, understanding staff rotas and managers diaries in order to effectively plan meetings at mutually convenient times.
• Supporting with the processing of study leave requests, tracking study leave requests and cross-checking the available budget for study leave requests. Booking staff onto various training courses, supporting with researching relevant higher-education courses for international recruitment, gathering specific course materials and supplying contact group information.
• Scheduling, coordinating and recording attendance at Safeguarding Supervisions and Norfolk Steps, ensuring compliance is maintained.
• Inputting onto various databases and systems, e.g. TRAC, Cloudbooking, Microsoft Stream, SystmOne, Teams, HealthRoster, other ad-hoc systems and designated spreadsheets, within the required timescales and deadlines.
• To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
• To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters.
• Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Lead or Business Support Manager. This may require travelling to other sites.
• It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
• To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.

Qualifications

Essential

• Numerate and literate, with Maths and English GCSE (Grade C/ Level 4 or above), or equivalent
• NVQ Level 3 in Business Administration or equivalent experience

Desirable

• RSA typing or equivalent experience

Experience

Essential

• Proven administration experience in a busy office environment
• Proven experience of working as part of a team
• Proven ability to organise and service meetings
• Minutes taking
• Proven ability to demonstrate systematic approach to prioritisation or work and cope under pressure to meet deadlines

Desirable

• Knowledge of NHS ordering systems
• Knowledge of HealthRoster

Skills, Abilities and Knowledge

Essential

• Comprehensive working knowledge of Microsoft Office, especially Word, Teams, Excel and Outlook.
• Good organisational skills
• Good communication skills
• Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• Articulate, calm, polite and well-motivated with a positive attitude to customer care
• Good keyboard and IT skills.
• Accuracy and attention to detail
• Audio typing

Desirable

• Planning Skills
• Customer Care Skills

Communication

Essential

• Able to communicate effectively in written and verbal English language

Personal and People Development

Essential

• Proof of own personal development
• Enthusiastic and motivated
• Committed to providing the best possible service to patients
• Team Player
• Able to work on own initiative
• Tact and diplomacy

Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)

Essential

• Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.

Other

Essential

• Flexible attitude and approach to work
• Able to make own transport arrangement

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.

Certificate of Sponsorship

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).