Band 4 Service Adminstrator Children's Community Nursing Service STH

at  Epsom and St Helier University Hospitals NHS Trust

JOB OVERVIEW

We are looking for an enthusiastic and hard working person to provide comprehensive administrative and clerical support to our Children’s Community Nursing Service.
This is an exciting and challenging role in which you would have the opportunity to make a direct positive impact on the patient experience of children, young people, their families and carers.

EDUCATION TRAINING AND PERSONAL DEVELOPMENT

• To proactively seek learning and development opportunities specific to role.
• To attend mandatory and statutory training as dictated by the Trust.
• To maintain own development and identify on going education needs in accordance annual appraisal process; creating a personal development plan.
• To participate in 1:1 feedback and meetings, identifying and reviewing areas for development.

Responsibility for ensuring:

• Standards of work are maintained and local and Trust policies are adhered to.
• Work is customer focused, timely and of a high quality.
• All telephone contacts are managed with good communications skills, taking and relaying messages and using initiative to respond to queries on behalf of the service.
• Calls from distressed parents and carers are dealt with in an empathetic manner, using initiative to respond appropriately, escalating to a nurse when available.
• Liaison with other professionals on behalf of the service and acting as a consistent point of contact for effective communication; via telephone, email or letter.
• Maintenance and support effective diary management for the CCNS, applying staffing, appointments and meetings as required.
• Mail is dealt with, prioritising those requiring clinical decision-making via a nurse and sorting and storing as required.
• Provision of a high standard of word-processed letters, documents and reports to meet service requirements adhering to confidentiality and Trust record-keeping.
• Photocopying, scanning, storing and distributing documents as required, in line with Trust policy.
• Organisation of stored information using the Trust systems and local shared drive in a clear and consistent manner; ensuring compliance with the agreed record keeping systems of the Trust.
• All patients are registered, referrals applied, appointments are booked as per CCNS calendar and that attendance/non-attendance information is accurately recorded on all appropriate databases.
• Use of the Trust tracking system for request of healthcare records by nursing staff is adheres to the Trust Medical Records Policy.
• Creation and maintenance of accurate databases of defined patient information in order to evidence service activity.
• Arrangement of meetings, room bookings, production of agenda documents and minute taking as requested.
• To arrange translation services, in liaison with nurses, as required. This may include foreign language and/or sign language translation. Ensure that such services are available for the booked patient visit/meeting.
• Monitoring, ordering and maintenance of stock levels of agreed items, ensuring rotation of stock. Requisition of stock and non-stock items via SBS and NHS Supply chain requesting purchase orders, processing invoices, receiving and receipting on delivery, unloading and storing. Seeking clinical decision making when items are out of stock.
• Support for senior nurses in Health Roster creation, in order for their subsequent management of Health Roster.
• Working with the CCNS to identify opportunities for service and office systems development and improvement, implementing changes as agreed.
• Identified risks are escalated to Senior/Lead Nurse and documented in a timely manner in accordance with Trust and local policy.
• Identified safeguarding issues are escalated to Senior/Lead Nurse/Safeguarding Team and documented in a timely manner in accordance with Trust and local policy.
• Informing the Service Lead/Nurse Leadership Team of any relevant untoward incidents/accidents, complete Datix and ensure that appropriate, corrective action and documentation takes place in accordance with Trust policy.
• Equipment is maintained in accordance with local and Trust policy. Defective equipment is reported, without delay, in accordance with Trust procedures.
• Resources are efficiently and effectively used.
• Awareness of the Trust’s complaint policy and appropriate action in seeking advice from senior nurses as appropriate.
• Responsibility for self and awareness of the Health, Safety and Welfare of others in the office working environment, complying at all times with Trust’s Health and Safety policies and procedures.
• Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, and Uniform Policy, taking appropriate account of infant, children and young people’s rights and diversity and ensuring fair access to services

MAIN DUTIES OF THE JOB

Responsibility for ensuring:

• Work is customer focused, timely and of a high quality.
• All telephone contacts are managed with good communications skills, using initiative to respond to queries on behalf of the service.
• Liaison with other professionals on behalf of the service and acting as a consistent point of contact for effective communication.
• Maintainance and support effective diary management, applying staffing, appointments and meetings as required.
• Mail is dealt with, prioritising those requiring clinical decision-making via a nurse and sorting and storing as required.
• Provision of a high standard of word-processed letters, documents and reports to meet service requirements.
• Photocopying, scanning, storing and distributing documents.
• All patients are registered, referrals applied, appointments are booked and that attendance/non-attendance information is accurately recorded on all appropriate databases.
• Creation and maintenance of accurate databases to evidence service activity.
• Arrangement of meetings, room bookings, production of agenda documents and minute taking.
• Monitoring, ordering and maintenance of stock levels, ensuring rotation of stock. Requisition of stock and non-stock items via SBS and NHS Supply chain requesting purchase orders, processing invoices, receiving and receipting on delivery, unloading and storing.
• Support for senior nurses in Health Roster creation.
• Resources are efficiently and effectively used.

MAIN DUTIES

Responsibility for ensuring:

• Standards of work are maintained and local and Trust policies are adhered to.
• Work is customer focused, timely and of a high quality.
• All telephone contacts are managed with good communications skills, taking and relaying messages and using initiative to respond to queries on behalf of the service.
• Calls from distressed parents and carers are dealt with in an empathetic manner, using initiative to respond appropriately, escalating to a nurse when available.
• Liaison with other professionals on behalf of the service and acting as a consistent point of contact for effective communication; via telephone, email or letter.
• Maintenance and support effective diary management for the CCNS, applying staffing, appointments and meetings as required.
• Mail is dealt with, prioritising those requiring clinical decision-making via a nurse and sorting and storing as required.
• Provision of a high standard of word-processed letters, documents and reports to meet service requirements adhering to confidentiality and Trust record-keeping.
• Photocopying, scanning, storing and distributing documents as required, in line with Trust policy.
• Organisation of stored information using the Trust systems and local shared drive in a clear and consistent manner; ensuring compliance with the agreed record keeping systems of the Trust.
• All patients are registered, referrals applied, appointments are booked as per CCNS calendar and that attendance/non-attendance information is accurately recorded on all appropriate databases.
• Use of the Trust tracking system for request of healthcare records by nursing staff is adheres to the Trust Medical Records Policy.
• Creation and maintenance of accurate databases of defined patient information in order to evidence service activity.
• Arrangement of meetings, room bookings, production of agenda documents and minute taking as requested.
• To arrange translation services, in liaison with nurses, as required. This may include foreign language and/or sign language translation. Ensure that such services are available for the booked patient visit/meeting.
• Monitoring, ordering and maintenance of stock levels of agreed items, ensuring rotation of stock. Requisition of stock and non-stock items via SBS and NHS Supply chain requesting purchase orders, processing invoices, receiving and receipting on delivery, unloading and storing. Seeking clinical decision making when items are out of stock.
• Support for senior nurses in Health Roster creation, in order for their subsequent management of Health Roster.
• Working with the CCNS to identify opportunities for service and office systems development and improvement, implementing changes as agreed.
• Identified risks are escalated to Senior/Lead Nurse and documented in a timely manner in accordance with Trust and local policy.
• Identified safeguarding issues are escalated to Senior/Lead Nurse/Safeguarding Team and documented in a timely manner in accordance with Trust and local policy.
• Informing the Service Lead/Nurse Leadership Team of any relevant untoward incidents/accidents, complete Datix and ensure that appropriate, corrective action and documentation takes place in accordance with Trust policy.
• Equipment is maintained in accordance with local and Trust policy. Defective equipment is reported, without delay, in accordance with Trust procedures.
• Resources are efficiently and effectively used.
• Awareness of the Trust’s complaint policy and appropriate action in seeking advice from senior nurses as appropriate.
• Responsibility for self and awareness of the Health, Safety and Welfare of others in the office working environment, complying at all times with Trust’s Health and Safety policies and procedures.
• Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, and Uniform Policy, taking appropriate account of infant, children and young people’s rights and diversity and ensuring fair access to services.

OTHER ROLE-SPECIFIC DUTIES

• To undertake additional administrative tasks, responsibilities and reasonable duties delegated or requested by the Lead or Senior Nurses; as the needs of the service require.
• The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the Children’s Community Nursing Service and organisation.
• Flexibility to support the CCNS Epsom based Administrator as required.