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Administrator/Typist Community Paediatric Team

NHS AfC: Band 2

Main area
Admin & Clerical
Grade
NHS AfC: Band 2
Contract
Fixed term: 6 months
Hours
Full time - 37.5 hours per week
Job ref
409-3308084-A
Site
Alexandra Business Park
Town
St Helens
Salary
£18,546 - £19,918 per annum
Salary period
Yearly
Closing
28/10/2021 23:59

Job overview

Applications are invited for an enthusiastic and professional individual to join our Administration Team which provides an efficient and effective service to the clinicians within the Community Paediatric Team.

Our Community Paediatric Team takes pride in developing effective community services by ensuring that everything they do is based around the aim of quality first.

The successful candidate will be required to possess an RSA 2 typing (or equivalent) qualification and be able to demonstrate excellent communication, organisational and prioritisation skills, along with a working knowledge of Microsoft Office applications. Knowledge of medical terminology would be an advantage.

The successful candidate may be exposed to sensitive and distressing information.

1x Fixed term position

 We may close a vacancy earlier than stated, should a sufficient number of applications be received.

Please note, interviews may include assessment tasks. Interviews to be confirmed. 

Please note previous applicants needs not apply. 

Main duties of the job

To provide typing support to the Community Paediatric Team

To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively.

To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.

To administer clerical work, including arranging appointments and clinic organisation.

To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system

To support the work of panels with respect to all administrative requirements

To provide relief cover at other locations as requested by team leader

Working for our organisation

St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!

In April 2020, the St Helens Community Paediatric Team underwent an exciting transformation by transitioning into the Paediatric Department at St Helens and Knowsley Teaching Hospitals NHS Trust (STHK). This will allow for greater integration and seamless support for children.

The Paediatric Department at STHK Trust prides itself on being a friendly, caring, and supportive team within the Medical Care Group. There is an active Audit and Clinical Governance structure. The Department was scored OUTSTANDING in CARING at the latest CQC inspection in August 2015 and consistently scores over 95% in the ‘Friends and Family Test’ patient satisfaction survey.

The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

Detailed job description and main responsibilities

KEY DUTIES

To provide typing support to the Community Paediatric Team

To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively.

To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.

To administer clerical work, including arranging appointments and clinic organisation.

To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system

To support the work of panels with respect to all administrative requirements

To provide relief cover at other locations as requested by team leader

CLINICAL & PROFESSIONAL RESPONSIBILITIES

To administer duties relating to panels for children with special needs, ensuring the administrative function is provided in a timely fashion. Liaising with internal services and partner agencies when necessary as directed

Preparation and arrangement of appointments, including inputting of referrals ensuring all clerical work resulting is dealt with in a timely manner;.

To undertake, independently, routine duties for 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 scan records as required and maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.

To book clinic and meeting rooms within the premises and keep room availability updated as appropriate;

To update and maintain clinical diaries as requested, dealing with any related correspondence

To deal with all internal/external mail and redistribution to relevant department

To prioritise workload to meet agreed timescales.

To travel to clinics within the boundaries of St Helens to provide administrative support to the services as delegated by the Team Leader

Deal with telephone enquiries and liaise with team members and other agencies, e.g. social services, education staff, parents as necessary. This will involve both written and verbal communication and often requires tact and a reassuring attitude.

To work within the office setting and deal with interruptions whilst completing the planned work.

To collect and submit data for the Trust within timescales, in conjunction with team leader.

To occasionally collate data/audit for team work.

To report any faults, defects or building defects.

SAFEGUARDING RESPONSIBILITIES

Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.

Be able to recognise signs of abuse appropriate to role and what action to take.

Know about the Trust’s local policies/procedures.

Understand the importance of sharing information, how it can help and the dangers of not sharing information.

Be able to seek advice and report concerns, ensuring that they are listened to.

 

Person specification

Qualifications

Essential criteria
  • Educated to GCSE level or equivalent qualification and/or equivalent experience
  • RSA II in Typing or equivalent qualification and/or experience
  • NVQ 2 in Business Administration or Customer Care or equivalent qualification and/or equivalent experience
Desirable criteria
  • ECDL or equivalent
  • Audio typing qualification

Knowledge & Experience

Essential criteria
  • Experience of working within a customer facing environment
  • Experience of Microsoft Word and other Microsoft packages, including Outlook
Desirable criteria
  • Experience of working in a clinic/health environment
  • Knowledge of medical terminology
  • Experience of dealing with sensitive information

Other

Essential criteria
  • The ability to travel independently across the Trust
  • Requirement for occasional Saturday and evening working
  • The ability to work flexibly in accordance with service needs
  • The ability to meet manual handling needs of the service
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Applicant requirements

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here. It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here. Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Amanda Whittle
Job title
Administration Coordinator
Email address
Amanda.Whittle@sthk.nhs.uk
Telephone number
01744 627599