About this role
Job summary
The post holder will work within the centrally managed Children's Single Point of Access Administration (C-SPA) team, providing a comprehensive administrative service to support clinical staff across Children's Community Nursing, Children's Community Asthma, and the Children and Young People's Bladder and Bowel Services ('the Services'), ensuring effective coordination and delivery of administrative and clerical functions as directed by the Administration Manager.
The post holder will ensure the timely and accurate recording of all activity across the Services using Trust and partnership information systems.
The centralised service requires a team-based approach to ensure cover during periods of absence across all the Services and locations; the post holder will therefore be expected, on occasion, to provide flexible cover as needed.
Post holders, as appropriate, will be required to provide secretarial duties on behalf of the Services. Post holders will also act as telephone agents and will ensure that the Trust's commitments to customer service and immediate access is a priority.
Main duties of the job
Provide comprehensive administrative support to clinical teams, ensuring accurate and timely recording of activity
Act as a first point of contact for service users, carers and professionals, handling calls and enquiries sensitively and confidentially
Manage and prioritise incoming communications (phone, email and post), responding appropriately and escalating where required
Organise and maintain appointments, diaries, meetings and clinic schedules, including managing short-notice changes
Support the smooth running of clinics, often working independently to coordinate administrative processes
Maintain accurate patient records using Trust systems, ensuring high standards of data quality and confidentiality
Communicate appointment details, changes and cancellations clearly to service users and stakeholders
Use initiative to prioritise workload, meet deadlines and manage competing demands
Undertake general administrative tasks including data entry, minute taking and audit support
Supervise and support junior or temporary staff and assist with training as required
Monitor stock levels, report equipment issues and follow Trust procedures and policies
Work independently with minimal supervision, managing interruptions, emotional demands and sensitive situations professionally
About us
Valuing you. Recognising your dedication. At EPUT, we look after you.
Receive supervision and support to help you fulfil your potential. Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks. If you need help, we provide mental health and wellbeing services, occupational health advice and counselling. Benefits
27 days holiday, plus bank holidays, rising to 33 days after 10 years' service. Excellent pension of up to 14.5% of your pensionable pay. Staff discounts include Blue Light Card, NHS discount offers, and staff benefits. £8K relocation package if you move to Essex to join us Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus. Work that wraps around your needs
Job share: Applications for job shares are welcomed.
Job description Job responsibilities
KEY RESPONSIBILITIES
Communication
You will be required to handle incoming and outgoing telephone calls to service users, consultants, doctors, and clinical staff in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.
Record accurate messages and follow them up appropriately in accordance with the Services guidelines.
To deal face-to-face with clients seeking further help/information and to be aware of the needs of the service users and to deal in an appropriate manner with people who can be hostile, abusive or aggressive.
To exchange confidential, sensitive information with staff, service users, and carers in person or on the telephone. The unpredictability of clients means that persuasive, reassuring, empathic, skills are required at all times.
Deal with queries raised by service users, families/carers, GPs or other healthcare professionals both internally and externally to the Trust. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments where there are barriers to understanding due to the nature of the client group.
Knowledge
To be responsible for ensuring all correspondence is accurately and appropriately presented using Trust and departmental procedures and medical terminology used by clinical staff.
To be skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms.
To be proficient with the knowledge of Patient Records management supporting new users and instructing them as necessary. To use the knowledge and experience to meet the needs of the clinical teams by completing non-routine tasks on a daily basis.
To operate the Trusts central telephony systems.
To update skills as necessary and attend mandatory training and maintain records as per Trust policy.
Analytical and Judgement
Receiving, prioritising and organising appropriate action when dealing with clinical staff requirements.
Prioritising and organising distribution of incoming and outgoing mail (including email).
Use own initiative to organise, prioritise and coordinate workload ensuring that deadlines are met.
Planning and Organisation
To maintain diaries, both electronic and paper. To arrange appointments and meetings via electronic systems.
Ability to deal with short notice planning and last-minute changes.
To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the Services.
To report equipment faults and ensure they are managed in line with relevant procedures by the appropriate staff and agencies.
Facilitate and organise the smooth running of clinic sessions often as the only member of the administration team.
Physical Skills
Advanced keyboard skills and knowledge of current electronic equipment facilitating a remote working environment.
Patient/Client Care
Responsible for informing service users, carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
To be the first point of call for patients/carers, within, clinic sessions, ward environments and first contact emergency services. Using developed communication skills and liaising with others to ensure the best possible care.
Policy and Service Delivery
Follow all departmental procedures including the administration standard operating procedures that may require staff to comment on proposals for changes to administration policies and procedures and to be responsible for keeping abreast of updates and changes as they happen...
Finance and Physical
Maintaining departmental stationery stock ensuring that the appropriate service is charged.
Human Resources
To supervise temporary administrative staff and more junior administrative staff as agreed with the Administration Manager. To train new starters in the procedures of the Services.
Information Resources
Administrative duties as requested by the Admin Manager including dictation and transcribing of minutes via various processes if required.
Recording and storage of accurate data for required areas of the administration service.
Research and Development
Provide and assist in the provision of audit data when required.
Freedom to Act
To work unsupervised on a daily basis prioritising own workload using initiative as to what is routine and what is urgent.
To use agreed guidelines and procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
To participate in yearly appraisals with supervisor/line manager.
Physical Effort
The post holder will need to spend frequent periods within an office environment sitting in a restricted position at a laptop.
Travel between sites.
Mental Effort
To concentrate on completing tasks during periods of frequent interruption from staff and service users/carers and switching attention.
To manage deadlines with unpredictable work patterns.
Emotional Effort
Imparting information to service users that they may find upsetting, e.g. cancelling appointments.
To personally manage the effect of upsetting information given by service users/carers or people in a distressed or challenging state.
Working Conditions
Regular and continuous use of laptop and electronic equipment.
Person Specification
M365 and Typing Essential
Good IT skills, i.e. Microsoft Office including Word, Excel and PowerPoint Written communication and Spelling
Desirable
SystmOne
Typing and Spelling test Essential
RSA Stage 1 or 2 Typing
Desirable
Microsoft Office
Knowledge and Experience Essential
Verbal communication Team working Accuracy and attention to detail Organisation and prioritisation
Desirable
Initiative Administration experience
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
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 Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Essex Partnership University NHS Foundation Trust
Address Rayleigh Clinic
Eastwood Road
Rayleigh
SS6 7JP
United Kingdom
Employer's website https://eput.nhs.uk/ (Opens in a new tab)