Paediatric Administrator - Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

If you’re seeking a rewarding position within the NHS and thrive on challenges, consider the role of Paediatric Administrator.
As the Paediatric Administrator, you’ll play a pivotal role in providing efficient, confidential, and professional administrative and secretarial support to the Matron and Specialist Nurses in the Paediatric Department. Your responsibilities will encompass various administrative tasks essential for facilitating departmental operations. Effective communication with parents, Matron, specialist nurses, and other hospital staff is crucial for delivering a proficient and high-quality service to the department.
You’ll be an integral part of an Administrative Team and will report directly to the Administration Lead.
This role offers flexibility, with the opportunity to work either three or four days a week from Monday to Friday, totalling 22.5 hours per week
You will be responsible for handling tasks assigned by the Matron and potentially other specialist nurses, typing and filing documents, and coordinating with other healthcare professionals. This role will require you to exercise initiative, make decisions independently, and work efficiently to deliver a comprehensive administrative service. Effective communication and the ability to foster positive relationships with various professionals within the healthcare setting are also essential components of this role.

You will need to be able to demonstrate

• Good written and verbal communication skills with a good command of English, punctuation and grammar
• Experience in Microsoft Office packages
• IT capable to ensure proficient use of hospital computer systems
• Proficient and accurate typing skills
• An excellent, professional telephone manner
• Excellent communication skills
• Proven organisational skills with the ability to prioritise workload and to work to deadlines
• Ability to work flexibly within a team
• Ability to work quickly and accurately
• Ability to use own judgement and initiative as appropriate

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
We are a very busy, hardworking but friendly team who need an energetic but exceptionally organised person to join our Acute Paediatrics team. If you like to be kept busy, enjoy variety and have good attention to detail whilst under pressure, then you could be the person we are looking for to enable us to deliver an excellent service.
We are looking to recruit an enthusiastic and highly motivated secretary, who is committed, demonstrate loyalty and are prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.
In return, we can offer you a job where you are valued in supporting our team and making a difference to patients.
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