ABI/complex CYP admin

Job description

Job responsibilities

To work as a member of the CYP and ABI Team, act as a point of contact for the Service Team and to provide comprehensive and confidential administrative and secretarial support relating to successful service delivery. The post holder will liaise with other administrators and clinicians to provide secretarial and administrative support.

Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages.

Support the day-to-day running of the CYP administration office and to act as a point of contact for queries and passing on relevant information to appropriate team members sensitively and autonomously.

Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.

Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.

Undertaking administrative duties such as photocopying, faxing and mail-out distributions.

Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Organising and planning events as necessary supporting information material.

Supporting teams in project management and participating in department events.

Inputting, monitoring and checking data, required for finite and ongoing projects within the teams. Keep and maintain accurate patient records in accordance with ICB policy, and ensure information provided for these patients and their carers is accurate, adheres to current guidelines, and is timely and easily accessible.

To exercise personal initiative in dealing with enquiries for information from other departments with the multi-disciplinary service, acute hospital or outside agency.

Ensure strict confidentiality of patient identifiable information at all times.

Working with all team members in the collection of information for performance reporting on relevant team projects

Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Ordering stationery as required.

Running and collating reports which may include reports to the Board and senior management as required.

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.

To provide administrative support including when appropriate to all team members to support a range of department initiatives, also cover for duties during absence/annual leave and when requested.

Working together with other administrators/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.

Providing guidance and advice on relevant policies and procedures.

Participate in Research and Development activities as directed.

To carry out other appropriate delegated duties as required.

Person Specification

Knowledge, Training and Experience

Essential

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
• Significant administrative/ secretarial experience including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
• Understanding of Confidentiality and Data Protection Act.
• Knowledge of NHS issues.

Desirable

• An understanding of local services that can support CYP & families with SEN

Communication skills

Essential

• Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users.
• Ability to work under pressure in a busy working environment and able to multi-task.
• Effective team working.

Desirable

• Minute taking.

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.

Employer details

Employer name

NHS Bath and North East Somerset, Swindon and Wiltshire ICB

Address

NHS Bath and North East Somerset, Swindon and Wiltshire Integrated Care Board (ICB)

Langley Park

Chippenham

SN151GG

Employer's website

https://bsw.icb.nhs.uk/ (Opens in a new tab)