About this role
Job summary
Working as part of a team, the post holder will support the provision of a high quality secretarial and administrative service to the Child Death Review Team and service. The post holder must exercise initiative to organise their own workload within the defined role and deadlines. The role/duties of the post holder are outlined below. To provide a high quality secretarial and administrative support to the Child Death Review Team. This team is responsible for the Joint Agency Response arrangements (together with other colleagues) following a sudden child death, plus gathering of information following both sudden and expected deaths in children. This ranges from any baby born with signs of life up to the age of 18 years.
Main duties of the job
Responsibilities will include notifying child deaths on the National Child Mortality Database platform, eCDOP, maintaining and developing a spreadsheet of all deaths, supporting the work of the Designated Doctors for Child Deaths (DDCD), the lead nurses for the service and the nursing team.
Responsibilities will include management of a rota, receiving, recording and distributing correspondence, managing administrative systems along side another SPA, arranging regular and adhoc meetings, making clear and concise notes and minutes of meetings as required. Support with report writing and data analysis/ presentation.
This role in undertaken by hybrid working, in the office within the Queens Medical Centre, some working at Kingsmill Hospital and the opportunity for some home working.
In undertaking this role, the employee will be expected to behave at all times that are consistent with and actively supports the Trust values.
About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job description Job responsibilities
To provide personal administrative support to the Child Death Review Team.
Liaise with consultants, health professionals, police, the coroner and social care and be a key contact for the consultants, other clinical staff and external agencies.
To be responsible for managing diaries and organising diaries. This will include prioritising appointments, taking the initiative where appropriate to rearrange meetings to ensure best use of time and raising instances where priorities conflict. The post holder will ensure that the purpose of meetings and other appointments are always clearly stated.
To organise meetings which may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking venues, sending Microsoft Teams invites, organising refreshments, presentation aids, etc..
To take on additional administration work for the Child Death Review Team members of staff
To send and receive email, prioritising for action and maintaining an awareness of issues that need to be brought to the attention of the team.
To operate an effective bring forward system to ensure that issues can be followed up on time and not overlooked.
To assist in the preparation of reports, presentations and data for the team.
Maintain an efficient SharePoint and electronic filing system for the Child Death Review Team.
To maintain information systems to support the team, such as checklists, circulation lists, regular meeting dates.
To contribute to the information gathered and submitted to the National Child Mortality Database (eCDOP) by submitting notification forms, sending electronic links to health care professionals, out of area CDOPs and using eCDOP to produce data.
To support with Child Death Trigger submissions on the Datix system
To support in notifying local health professionals and electronic health systems of a childs death.
To demonstrate confidence and professionalism at all times when dealing with people
To type and check reports, agendas and minutes, ensuring confidentiality at all times.
To take notes and minutes at meetings as required, picking out key points from the discussion. Whilst alongside using Microsoft Teams tools and AI software.
To be aware of the organisational structure withing Nottingham University Hospitals, Sherwood Forest Hospitals and external relevant agencies e.g ICB.
To be responsible for web pages as required.
To collate and distribute documents for Child death Review team meetings
To be the central contact point for administrative purposes that the service is required to manage.
To use health electronic systems to look up and retrieve information as necessary.
Work effectively with other PAs in the Child death Review Team to ensure cross cover for holidays and other absences and ensure work is delivered on time.
To work as part of the Child death review team to ensure the service specifications are met.
Person Specification
Training & Qualifications Essential
4 GSCEs or equivalent to include English and Maths NVQ level 3 in administration or equivalent
Desirable
ECDL or equivalent ICT RSA III word-processing/text processing or equivalent
Experience Essential
Minimum of 2 years secretarial or admin experience Audio typing experience Minute taking experience Experience in using Microsoft Office and Microsoft Teams including Excel Spreadsheets Experience of sensitive, emotive and confidential information Evidence of working in integrated & multi agency environments
Desirable
Knowledge of National RTT targets Knowledge of medical terminology Previous experience of working in the NHS Knowledge of hospital IT systems, e.g. Careflow, Notis, Integra and Supply Chain. Knowledge of SharePoint and AI powered tools for meeting recordings and minutes.
Communication and Relationship skills Essential
Must be able to clearly and accurately convey information verbally and in written format Can complete letters, forms, reports & tables using computerised technology from information collected Friendly and professional telephone manner Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues Work as a member of the team alongside other SPA staff.
Desirable
Has ability to motivate, coach and mentor others within the team
Analytical and Judgement skills Essential
Able to use judgement to make decisions in order to solve problems/enquiries Able to use resources cost effectively Works in line with organisational targets and objectives Remains calm and co-operative under pressure or in difficult and uncertain situations
Planning and Organisation skills Essential
Demonstrates an ability to organise own work schedule Manages time effectively and displays initiative Works within prescribed deadlines Ability to prioritise workload
Desirable
Demonstrates an ability to delegate and organise work for others
Physical skills Essential
Frequent use of VDU equipment Frequent sitting at a keyboard Able to travel off site to a range of different venues as required
Other requirements specific to the role Essential
Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace Demonstrates enthusiasm and a conscientious approach to work, advocating this to others Able to work in a role which involves reading, hearing and dealing with distressing child deaths.
Commitment to Trust Values and Behaviours Essential
Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards
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.
Employer details Employer name Nottingham University Hospitals NHS Trusts
Address Queens Medical Centre
Derby Road
Nottingham
NG7 2UH
United Kingdom
Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)