Band 3 Admin

Royal Free London NHS Foundation Trust; Enfield; On-site; GBP 21,000 - 27,000; Full time

Job summary

Royal Free London NHS Foundation Trust is seeking an Administrative Assistant to support the Operational Support Administrative team in the 0-19 Community Service. You will handle SPA calls, schedule appointments including Ante Natal and New Birth checks, and maintain patient records with strict confidentiality.

Role requires data input, minutes, and liaising with families and agencies while upholding safeguarding, infection control, and data protection policies across the service.

Qualifications

• Experience in general administrative support.
• Excellent telephone and data entry skills.
• Ability to maintain patient confidentiality and data protection.
• Experience with NHS administrative processes is desirable.

Responsibilities

• Provide single point of access (SPA) support and transfer calls.
• Record keeping, appointment scheduling incl Ante Natal, New Births, 6-8 week checks.
• Attend team meetings and take minutes; input data; manage emails.
• Support infection control and safeguarding policies.

Skills

Communication

Data entry

Telephone handling

Administration

Confidentiality

Tools

RIO system

Job description

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 requiredby 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. · 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. 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. GENERALRESPONSIBILITIES InfectionControl Infection control is everyone's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trust's 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 Trust's policies and procedures which reflect the statutory requirements of the Hygiene Code.

InfectionControl

• 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 elevate as necessary.
• To ensure that all relevant monitoring data and issues are provided to the Directorate's 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.

HealthandSafetyatWork

• 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&DataProtection

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 individual's ability to meet the requirements for the job. You are responsible for ensuring that the Trust's policies, procedures, and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.