Healthy Child Service Locality Administrator - NEW HIRE BONUS £1500 (Band 3) - Locality Adminis[...]

Employer: Cambridgeshire Community Services NHS Trust

Employer type: NHS

Site: Whiting House

Town: Norwich

Salary: £24,071 - £25,674 Per annum, pro-rata

Salary period: Yearly

Closing: 24/11/2024 23:59

Interview date: 02/12/2024

Healthy Child Service Locality Administrator - NEW HIRE BONUS £1500

Band 3

Driven by our Trust values: Honesty, Empathy, Ambition, Respect; the Trust's vision is to provide high quality care to the diverse communities we serve to make their lives better.

We are passionate about creating an inclusive workplace that promotes and values diversity. Our cultural diversity, long term conditions and disabilities, and LGBTQIA+ staff networks are a key part of this commitment, creating positive change and helping build an inclusive culture across the Trust.

Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed - our processes ensure that all applicants are treated fairly at every stage of the recruitment process.

Options for flexible working are considered for all roles within CCS, including job share opportunities, compressed hours, annualised hours, tailored working patterns and more. If you are interested in flexible working, please talk to the recruiting manager for this vacancy.

Job overview

This post attracts a New Hire Bonus of £1,500 (pro-rata for part time staff). Please see attached terms and conditions.

Norfolk & Waveney Children & Young People’s Health Services are seeking a Locality Administrator to join our 0-19 Healthy Child Service team of administrators in Norwich City.

We are looking for an experienced and enthusiastic person with excellent attention to detail, time management and IT skills who is looking for a challenging and exciting role in a fast paced friendly environment.

The successful applicant will be providing comprehensive administrative support to our large team of practitioners, working flexibly as part of the team and also be comfortable using their own initiative.

You will be able to demonstrate empathy and show respect for others’ feelings, including in stressful situations. Training in working in the field of health will be offered.

(Please note that should we receive a high number of applications, we reserve the right to close the advert earlier than advertised)

Main duties of the job

1. Provide administrative support to the Head of Locality and wider leadership team within the collaborative locality.
2. Administering meetings within the locality, including preparing agendas and papers and taking action notes or minutes.
3. Assisting with HR administration for the locality by maintaining records of annual leave, monitoring mandatory training compliance and completing P forms.
4. Answering telephone calls and responding appropriately.
5. Administration of the locality S1 unit including scanning documents onto S1 records, monitoring tasks, electronically attaching documents to service user records etc.
6. Monitoring and ordering of stock and other items as required.
7. Support the Single Point of Access where required.

Working for our organisation

Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There’s one reason why our services are outstanding – and that’s our amazing staff - who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Detailed job description and main responsibilities

1. Provide administrative support to the Head of Locality and wider leadership team within the collaborative locality by providing diary management, arranging meetings, assisting with preparation of presentations and training materials, sending communications to colleagues within the locality, filing, photocopying and other general administrative duties.
2. Administering meetings within the locality, including preparing agendas and papers and taking action notes or minutes.
3. Assisting with HR administration for the locality by maintaining records of annual leave, monitoring mandatory training compliance and completing P forms.
4. Administration of the locality allocation/case management meeting(s), including sending letters to service users, updating S1 records, actioning tasks etc.
5. Answering telephone calls and responding appropriately.
6. Administration of the locality S1 unit including scanning documents onto S1 records, monitoring tasks, setting up rotas, electronically attaching documents to service user records etc.
7. Printing and preparing materials to support service delivery such as antenatal packs, training materials and service leaflets.
8. Monitoring and ordering of stock and other items as required.
9. Taking calls from clinicians at the end of the day in line with the lone working policy.
10. Coordinating the calibration of scales.
11. Completing other routine administration tasks as requested such as scanning, photocopying, etc.
12. Support the Single Point of Access where required.

Communication

1. Communicating positively with service users and their families, ensuring that all communications are appropriately directed.
2. Maintaining positive relationships and communicating with colleagues within the locality team.
3. The post holder will be required to handle sensitive information, such as staff personnel files, in a confidential manner.

Budgetary Responsibility

1. Orders stationery and maintains stock control.
2. Authorised requisitioner on Oracle, responsible for ordering and receipt of goods for the locality.

People Management

1. Assisting Head of Locality and Team Leaders with HR administration, e.g. by maintaining records of annual leave, monitoring mandatory training compliance, recording sickness absence via ESR and completing P forms.
2. Maintaining own professional development and requirement to take part in appraisal and KSF process.
3. Acting as a super user for S1 and for administrative processes and providing assistance and informal training to clinical staff on these processes.
4. Demonstrating their own work practices to administrative staff new to the service.

Clinical and Practice Governance

1. Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
2. Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
3. The post holder must adhere to the Trust risk assessment and risk management processes.
4. The post holder must adhere to infection control policies and procedures.
5. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
6. The post holder must participate in clinical and safeguarding audits as required.
7. The post holder is required to participate in relevant emergency preparedness process for their team.

General

The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities Policy.

Person specification

Qualifications and Training

• GCSE English and Maths Grade C and above or equivalent qualification
• NVQ level 3 or equivalent experience

Knowledge & Skills

• Excellent communication and interpersonal skills
• Effectively prioritise and co-ordinate own work and the work of others
• Wide knowledge of office procedures
• Ability to use Microsoft Office packages such as Word, Outlook, Excel and PowerPoint.
• Understands the principle of confidentiality

Experience

• Experience within an administrative role
• Experience of using Microsoft Office programmes such as Word, Outlook and Excel
• Demonstrates understanding of safeguarding issues
• Accepts responsibility and accountability for own work and can define the responsibilities of others
• Aware of the range of emotions in self and others
• Experience of working within children’s services or in an NHS environment
• Experience of using Systm 1

Certificate of Sponsorship

For roles that are eligible for sponsorship, applications from job seekers who require Skilled Worker Visa to work in the UK are welcome, and will be considered alongside all other applications. You are strongly advised to visit Check if you need a UK Visa website and familiarise yourself with what is required which should assist you in your understanding of the process.

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.

UK Registration

For roles that require professional registration, applicants must have current UK professional registration. For further information please see NHS Careers website.

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Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.

In submitting an application, you authorise Cambridgeshire Community Services NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed.

ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!

Employer certification / accreditation badges

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.

Informal discussions and visits are welcomed.