About this role
Job summary
To support the work of the Operational Support Administrative team. To liaise closely with Administration Team Leader/s t absence. To be fully competent in all administration functions required by the Ops Team.
Staff are expected to develop the knowledge and ability to provide cover for key elements of the Rostered Duties within the Hub.
To provide a high quality administrative & clerical service for patients and their families who access the services in the 0-19 in the Community Service (BCYP) Health Visiting and School Nursing Teams
The post holder will encompass regular telephone liaison with families and external agencies.working as a Single point of access (SPA) operator and transferring calls as necessary. Your duties will include recording keeping, making appointments, which will include Ante Natals, New Births, Development Reviews, 6 - 8 week checks Net Account, taking and transcribing minutes at team meetings as necessary, data input, post and photocopying, Working to the team's Rota system and any other duties essential to the comprehensive administrative support the 0-19 service.
The Post Holders dealings with matters relating to clients and staff is of a highly confidential nature and is not to be divulged to another or discussed with other colleagues other than as necessary within the context of the role.
Main duties of the job
Maintain clear and accurate patient records
Work in accordance with the Health and Safety at Work act 1974 and local policy and practices including safeguarding and raising concerns
Use a wide range of communication methods, including verbal and written, to interact with a variety of individuals, including clients, families, and members of multi professional team in a manner that is safe , effective , compassionate and respectful.
To attend mandatory training relevant to the role
To make and answer calls from clients/ families / staff and outside agencies
To ensure that calls are answered and dealt with appropriately and in timely manner
To ensure accurate Data input to clients records
To make / cancel appointments as necessary to include Ante Natals - New Birth Appointments - 6-8 week checks - Development Reviews -
To cover the NET Inbox and deal with emails in a timely and appropriate manner
Uploading documents to RIO
To undertake any other duties as identified by the Line Manager
This job description outlines the current main responsibilities of the post. However, the duties of the post may change and develop over time and may therefore be amended.
About us
Embarking on a professional journey with the Royal Free London NHS Foundation Trust promises an enriching career experience.
As a pioneering institution at the forefront of healthcare excellence, we offer a dynamic environment characterised by innovation, collaboration, and a deep commitment to patient well being.
You will become part of a team dedicated to pushing boundaries, embracing cutting-edge technology, and continuously enhancing the delivery of world-class healthcare services.
With a focus on professional development, work-life balance, and a culture of inclusivity, the trust provides a platform for you to thrive and contribute meaningfully to the advancement of healthcare.
Job description
Job responsibilities
GENERAL RESPONSIBILITIES
Infection Control
Infection control is everyones responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts Infection Prevention and Control policies and procedures and the Health Act (2006) Code of Practice for the prevention and control healthcare associated infections and make every effort to maintain high standards of infection control at all times thereby reducing the risk of Healthcare Associated infections.
It is the duty of every member of staff to take personal responsibility for the prevention and control of infection, as laid down in the Trusts policies and procedures which reflect the statutory requirements of the Hygiene Code.
To work in close collaboration with the Infection Control Team.
To ensure that monitoring of clinical practice is undertaken at the agreed frequency.
To ensure that the ward environments are cleaned and maintained to the highest standards; ensuring that shortfalls are rectified or escalate as necessary.
To ensure that all relevant monitoring data and issues are provided to the Directorates Governance structures.
To ensure that all staff are released to attend infection control-related educational sessions and staff with specialist roles, e.g., link practitioners, are released to undertake their duties.
Health and Safety at Work
The post holder is required to:
Take reasonable care for the health and safety of himself/herself and other persons who may be affected by their actions or omissions at work.
Co-operate with the employer in ensuring that all statutory and other requirements are complied with.
Confidentiality & Data Protection
The post holder is responsible for complying with the Data Protection Act 2018, UK General Data Protection Regulation (GDPR) and Trust policies relating to information governance. The must maintain the confidentiality of staff, patient and Trust information at all times.
Where the postholder is required to process personal or confidential information, this must be undertaken in a fair, lawful, and transparent manner, ensuring that information is accurate, up to date, and securely maintained. Information must only be collected, used, retained, and disclosed for legitimate and authorised purposes, in accordance with the DPA, GDPA and Trust policies.
You should disclose information only to authorised persons or organisations as instructed. Breaches of confidentiality in relation to information will result in disciplinary action, which may include dismissal. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g., HISS induction, organising refresher sessions for staff when necessary).
Conflict of Interest
The Trust is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, to gain or benefit themselves, their family or friends.
Equality and Diversity
The Trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job-related needs of all staff working in the Trust are recognised.
The Trust aims to ensure that all job applicants, employees, or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership. Selection for training and development and promotion will be based on the individuals ability to meet the requirements for the job.
You are responsible for ensuring that the Trusts policies, procedures, and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.
This job description outlines the current main responsibilities of the post. However, the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.
Person Specification
Qualifications
Essential
- NVQ Level 2 or 3 in Business Administration or equivalent
- GCSE English and Maths or equivalent qualification
- ECDL/ICDL or other recognised IT qualification
Desirable
- Experience with databases, CRM systems, or electronic records management
- Experience within the NHS/Healthcare Setting
Experience
Essential
- Relevant practical experience
- Managing a busy work load and conflicting priorities
- Handling confidential and sensitive information in accordance with the Data Protection Act
- Full range of administrative procedures
- Good Knowledge of software packages including Word / Excel/ Outlook
- Excellent verbal and written communication
- Keyboard Skills to ensure accuracy, and optimum use of functions
- Maintain Confidentiality and observe Information, Governance and Data Protection rules
- Excellent Telephone Manner
Desirable
- Experience within the NHS/Healthcare Setting
- Working within a Team
- Ability to plan , prioritize and organize a number of activities and continually re - prioritize to meet conflicting and sometimes changing deadlines
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
Royal Free London NHS Foundation Trust
Address
Civic Centre
Silver Street
Enfield
EN1 3ES
United Kingdom
Employer's website
https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)