Perinatal Safety Improvement Team Administrator

University Hospitals of Leicester NHS Trust; Leicester; On-site; GBP 21,000 - 25,000; Full time

Job summary

University Hospitals Of Leicester Nhs Trust is seeking an administrative professional to coordinate data collection and provide robust diary and meeting support within the Perinatal Safety Improvement Team. You will prepare agendas, circulate papers, and ensure accurate minute-taking for key meetings.

The role requires MS Office proficiency, experience handling confidential information, and the ability to coordinate virtual and in-person meetings while maintaining project records and action logs.

Qualifications

• Educated to diploma level or equivalent experience or relevant experience.
• Knowledge/ understanding of the NHS.

Responsibilities

• Coordinate, validate and maintain efficient data collection.
• Liaise with other departments and external network contacts as appropriate.
• Provide diary management and facilitate team and workstream meetings, including room bookings and circulating agendas.
• Collate documentation for meetings (pre-reading papers, minutes, action logs).
• Attend meetings to facilitate accurate minute-taking.
• Provide general admin duties (photocopying, filing, basic clerical tasks).
• Monitor progress of actions via the project management IT system and follow up outstanding requests.
• Track and retrieve case notes for audit purposes.
• Take a proactive approach and escalate to senior team when information is not obtained timely.
• Take and relay messages clearly.
• Support formatting and layout of guidance documents, ensuring templates, version control and accessibility.

Skills

Diary management

Meeting support

Minute taking

MS Office

Data handling

Organisational skills

Communication

Education

Diploma level or equivalent

Tools

Nervecentre

HISS

Ormis

E3

Job description

Detailed job description and main responsibilities

• To co-ordinate, validate and maintain efficient and robust data collection
• Where appropriate, to liaise with other departments and internal/external network contacts.
• To provide diary management and facilitation of team meetings and relevant workstream meetings including room booking, preparing, organising and circulating agendas.
• To collate all relevant documentation for team meetings including pre-reading papers, previous meeting minutes and action logs.
• Attend meetings to facilitate accurate documentation of meeting minutes
• To provide general administrative duties as required to the team to include photocopying, filing, basic clerical duties and distributing documents quickly and efficiently.
• To monitor progress of actions through our project management IT system and ensure timely follow up of outstanding requests
• To track and retrieve case notes required for audit purposes
• Take a proactive approach to your work as well as being responsive to requests as they become available
• Escalating to a senior member of the Perinatal Safety Improvement Team when difficulties occur in obtaining required information in a timely manner.
• To take and relay messages clearly and accurately
• To support the formatting, layout and presentation of guidance documents and other written materials, ensuring consistency with agreed templates, version control standards and accessibility requirements.

Person specification

Essential criteria

• Educated to diploma level or equivalent experience and or relevant experience.
• Knowledge/ understanding of the NHS.

Desirable criteria

• Minimum of five GCSE's including English and Maths at C or above.

Experience

Essential criteria

• At least two years' experience in an administrative role.
• Ability to organise, co-ordinate and facilitate meetings virtually.
• Skilled in MS office (Word, Powerpoint, Excel).
• Confidence to accurately minute meetings
• Experience of handling sensitive information whilst maintaining confidentiality.

Desirable criteria

• Experience of working in a medical administration role.
• Experience booking and organising faceface meetings
• Exposure to dealing with confidential data.
• Experience of using NHS data systems including Nervecentre, HISS, Ormis, E3 etc.
• Experience in minute taking or ability to demonstrate skills required through experience.

Communication and relationship skills

Essential criteria

• Excellent communication skills with ability to build close working relationships with other members of the Perinatal Safety Improvement Team and the wider MDT.
• Attention to detail and accuracy

Desirable criteria

• Project management skills and experience.

Equality, Diversity and Inclusion

Essential criteria

• Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
• All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others

Analytical and Judgement skills

Essential criteria

• Ability to act on own initiative
• Ability to work without direct supervision.
• Confidence to elevate concerns
• Team player.

Skills

Essential criteria

• Planning and Organisation skills with the ability to prioritise schedules and workloads

Planning and organisation skills

Essential criteria

• Ability to prioritise workloads and have flexibility.

Commitment to Trust Values and Behaviours

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours

Additional information

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check: Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check. The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment. The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment: Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer. The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavour to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status: Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.