Paediatric Administrator - Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

The individual in this role will deliver a comprehensive and confidential administrative support service to the Paediatric Matrons, Specialist Nurses, and Senior Nurses within the Paediatric Department at Gloucestershire Royal Hospitals. Additionally, they will collaborate effectively as a member of the Administration Team and report directly to the Administration Lead. Knowledge, Skills and Experience Required Good basic education, to include Maths and English Previous administration/secretarial experience IT experience of Microsoft Office packages IT capable to ensure proficient use of hospital computer systems Excellent interpersonal skills for dealing with people internal and external to the organisation. Flexible and responsive to working environment.
Able to maintain confidentiality regarding personal staff information Practical ability, prioritisation and excellent time management and organisational skills. Willingness to update skills regularly and to undertake training when appropriate. Key Result Areas Ability to communicate effectively with all grades of staff and visitors to the department and work effectively as a team member. Discretion and understanding of confidentiality and data protection.
Typing of correspondence for Matrons and Senior Nursing Team Maintaining Personal files for all Paediatric staff: This will include ensuring that all changes in staff working hours, grades, names and addresses, including temporary grades and contracts are properly recorded on Variation Forms and distributed to Payroll and Human Resources. Filing for Matron Offices Supporting Matrons with recruitment processes. Completion of all Starter, Variation and Leaver forms. This includes ensuring when new staff are appointed that relevant Occupational Health and DBS checks are in place in consultation with HR and working well.
When staff give notice the post holder is required to ensure that a leaving date and any outstanding leave are identified and communicated. Taking minutes at selected meetings and distributing approved copies to staff. To take responsibility for all Thank You letters for gifts and money. To comply with Trust and Departmental policies and procedures e.g., Health and Safety at Work 1974, Data Protection Act 2018, Freedom of Information Act 2000 and patient/staff confidentiality at all times to ensure the appropriate use and disclosure of information.
Communication and Working Relationships Matrons Nurse Specialists Professional Development Nurse Senior nursing staff Nursing staff at all levels Secretarial colleagues and ward clerks Departments within the Trust Members of the public Outside Agencies Physical Effort and Working Conditions Use of Visual Display Unit (VDU) on a daily basis, will be sitting at a desk all day. Requirement to visit ward frequently during the day and other areas within the Trust such as Human Resources and General Office Dealing with sensitive and confidential information The work pattern is unpredictable as priorities and work requests could change during the day. May be required to work in confined spaces

Please refer the Job description for details