HCP Administrator

Cardiff and Vale University Health Board; Cambridge; On-site; GBP 20,000 - 28,000; Full time

Job summary

East of England Community Health and Care NHS Trust seeks a proactive administrator to support the 0-19 Healthy Child Programme across Cambridgeshire. You will handle calls, book appointments, and maintain records on SystmOne, working alongside Health Visitors and School Nurses.

The role is office-based, Wednesday to Friday, 9am–5pm at The Peacock Centre, Cambridge, with occasional travel to other bases for meetings or training.

Qualifications

• NVQ in Administration or equivalent; GCSEs in Maths/English.
• Experience in a similar administrative role is desirable.
• Knowledge of NHS or children's services is beneficial.

Responsibilities

• Provide comprehensive administrative support to the 0-19 Healthy Child Programme locality teams.
• Answer calls from service users and professionals with a courteous, efficient approach.
• Book appointments and document information using SystmOne; maintain health records.
• Coordinate communications and tasks across the SPA and clinical team.

Skills

Call handling

Time management

Communication

Teamwork

Microsoft Office

Education

NVQ in Administration or equivalent

GCSE Maths and English

Tools

SystmOne

Job description

Are you a self-motivated, enthusiastic and conscientious administrator looking for a new opportunity? Would you like to be part of a team that plays a crucial role in ensuring great patient/service user care to children, young people and their families/carers? If so, we have the role for you.

We are seeking administrators to join our 0-19 Healthy Child Programme working with other administrators and clinicians to support the 0-19 Healthy Child Programme service delivery. Use of SystmOne would be advantageous, although training will be provided on our IT systems with support from your work colleagues.

The working days are Wednesday, Thursday and Friday, 9am - 5pm (office based only) at The Peacock Centre, Cambridge or The Oak Tree Centre, Huntingdon. There may be a requirement to travel to other bases on occasions for meetings or training.

The role of the HCP Administrator is to provide comprehensive administrative support to their locality team, including Health Visitors, School Nurses, Staff Nurses, Community Nursery Nurses and Assistant Practitioners, alongside supporting the functions of the SPA Duty Desk. The role is varied and includes answering the telephone to service users and other professionals in an efficient and confident manner, documenting information onto SystmOne and planning and booking appointments for clinicians. We are looking for people who are team players and will share the Trust values; Integrity, compassion, inclusion and ambition.

The role of the administrator is to provide comprehensive administrative support to the Cambridgeshire 0-19 Healthy Child Programme team including Health Visitors, School Nurses, Public Health Practitioners, Community Nursery Nurses and Assistant Practitioners by performing a full range of administrative tasks, alongside supporting the function of the single point of access (SPA).

Provide administrative support to the Healthy Child Programme clinical team within Cambridgeshire. Administration for the locality, including sending letters to services users, updating SystmOne health records, actioning tasks, booking appointments. Answering Single Point of Access (SPA) telephone calls from service users, the team, and other professionals and responding appropriately, sending tasks via SystmOne to the relevant task group. Administration of the Cambridgeshire SystmOne units including accessing and updating SystmOne health records, monitoring tasks, setting up rotas, electronically attaching documents to service user health records on SystmOne. Receiving and processing telephone calls, emails, correspondence, and other forms of contact from service users and professionals, handling these as required, to co-ordinate care according to agreed protocols and pathways. Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed standard operating procedures. Recording details of all contacts with service users and other professionals using SystmOne and other systems as appropriate. Completing administration tasks on SystmOne, including registering antenatal notifications, accepting electronic referrals, booking visits for Health Visitors, School Nurses, Public Health Practitioner, Community Nursery Nurses and Assistant Practitioners as required, e.g. new birth visit and health reviews, managing SystmOne task box, updating service user information. Monitoring and ordering of stock and other items as required. Booking interpreters as requested by clinicians and following up bookings as required Attending and participating in the daily planning meeting, admin meetings and any other relevant meetings Microsoft Teams or Face to Face. Occasional minute taking. Communication Acting as first point of contact for service users and professionals and providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions. Using tact and diplomacy to de-escalate emotive situations. Acting in accordance with the Trusts complaint procedure where required. Communicating positively with service users and their families, ensuring that all communications are appropriately directed. Maintaining positive relationships and communicating with colleagues within the locality team. The post holder will be required to handle sensitive information, such as staff personnel files, in a confidential manner. Providing and receiving routine information from the following. Managers at all levels throughout East of England Community Health and Care NHS Trust i. EEC employeesii. Service usersiii. Contribute to EEC internal communication strategies effective two-way communication and engagement within the organisation. People Management Maintaining own professional development and requirement to take part in appraisal. Demonstrating their own work practices to administrative staff new to the service. Clinical and Practice Governance Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act. Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken regarding the Trust Information Governance and Information Security policies. The post holder must adhere to the Trust risk assessment and risk management processes The post holder must adhere to infection control policies and procedures Undertake mandatory training and any other training relevant to the role as required by East of England Community Health and Care NHS Trust. The post holder must participate in clinical and safeguarding audits as required The post holder is required to participate in relevant emergency preparedness process for their team.

• NVQ in Administration or equivalent experience (GCSE: Grade C/4 or above in Maths and English; NVQ level 3 or above), Within an administrative role,Using Microsoft Office programmes such as Word, Outlook and Excel
• Call handling in a busy office environment
• Using own initiative to prioritise workloads
• Working as part of a team, Knowledge of SystmOne
• Experience of working within children's services or in an NHS environment
• Collating and monitoring data, Excellent communication skills with a friendly, professional manner
• Able to communicate verbally and through other media such as emails
• Excellent time management skills
• Ability to use initiative without close supervision
• Work flexibly as part of a team

Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality, innovative services across most of the East of England that enable people to receive care closer to home and live healthier lives.