SPA and Admin Hub Administration Assistant

Derbyshire Community Health Services NHS Foundation Trust; Dronfield; Hybrid; GBP 11,000 - 15,000; Part time

Job summary

Derbyshire Community Health Services NHS Foundation Trust invites applications for a part-time administrative role supporting the Children’s 0-19 Community Services. The post is 21.5 hours per week, combining remote work with base work at Stubley Medical Centre or Ripley Hospital.

You will provide centralised admin support, join the SPA team, and need good IT skills, strong communication, and a collaborative approach. Training in SystmOne is available and flexibility is key.

Qualifications

• English GCSE or equivalent
• IT qualification (ECDL/CLAIT) or ability to demonstrate IT skills
• Good standard of education
• SystmOne experience (desirable)
• Flexible approach to work
• Clerical experience
• Experience of working with the public
• Confidentiality and data protection awareness
• Ability to work alone or in a team
• Excellent verbal and written communication
• Calm, confident and professional manner
• Previous admin team experience (desirable)

Responsibilities

• Provide administrative support for the 0-19 teams from a centralised admin point
• Support the Single Point of Access (SPA) for Children’s services
• Travel to Derbyshire sites to cover admin tasks when needed
• Input records into SystmOne and scan paperwork within 24 hours
• Communicate with staff across Derbyshire by email, text and phone
• Liaise with parents/carers to collect essential information
• Manage rota tasks in the admin hub and handle mail/case information
• Support countywide admin delivery and cover sickness/absence

Skills

Organisational skills

Communication

Customer service

Microsoft Office

Teamwork

Education

GCSE English

IT qualification (ECDL/CLAIT)

Good standard of education

Tools

SystmOne

Job description

The Trust is currently under-represented in terms of individuals from BME backgrounds and welcomes applicants from these communities. DCHS is also an LGBT inclusive employer. Selection will be on a basis of merit. The Trust has achieved the status of a Disability Confident Leader and guarantees to invite to assessment applicants who meet the criteria for the job vacancy. To ensure the diversity of the workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Job overview

We have a great opportunity for an enthusiastic highly motivated team member to work alongside our SPA/Admin Team

The role is for 21.5 hours a week working remotely and from either admin bases at Stubley Medical Centre or Ripley Hospital.

Children's 0-19 Community Services provides health visiting and school nursing services to the children, young people and families of Derbyshire.

In addition you must be able to prioritise your daily workload and provide efficient and reliable administrative support.

We require enthusiastic individuals who are organised, methodical and able to use their own initiative.

Also, you should have excellent communication and interpersonal skills, good computer skills and be flexible.

You will need to work as part of a team and a good knowledge of SystmOne is desirable. (training available)

Main duties of the job

To contribute effectively to the organisation of Children's community services, you will be required to:

• Provide comprehensive administrative support for the children's community services 0-19 teams from a centralised admin contact point.
• Provide comprehensive administrative support for children’s community services as part of the Single Point of Access (SPA)
• Have a flexible approach to undertake duties and travel to sites in Derbyshire on occasion to support administration functions when required and to cover sickness and annual leave.
• To be competent and confident to input information/records within guidelines onto SystmOne, scanning paperwork and action tasks in a timely manner within a 24 hour window.
• Effectively communicate with staff groups across Derbyshire by email, text, and telephone
• To liaise with parents/carers in order to capture essential information, for example name of school attended.
• To manage tasks on a rota basis within the admin hub including collection of mail, processing domestic violence, A/E, MIU, and midwifery information etc
• Support the countywide delivery of Children’s community services admin function; cover sickness and absence.

Working for our organisation

Our purpose is to provide community health services to a patient population of over one million people in Derbyshire and Derby, as part of Joined Up Care Derbyshire.

We employ around 4,200 substantive staff, caring for patients in 11 community hospitals and more than 30 health centres, as well as in clinics, GP practices, schools, care homes and, increasingly, in people’s own homes and via virtual consultations.

Person specification

Education, Qualifications and Training

Essential criteria

• English - GCSE Grade C or equivalent
• IT qualification e.g.: ECDL, CLAIT or the ability to demonstrate IT skills
• Good standard of education

Desirable criteria

• SystmOne experience

Experience and Knowledge Required

Essential criteria

• Demonstrate a flexible approach to work
• Previous clerical experience
• Experience of working with the public
• Understanding and recognising the importance of confidentiality and data protection
• Ability to work on own or part of a team
• Demonstrate excellent verbal and written communication skills
• Ability to work in a calm, confident and professional manner

Desirable criteria

• Previous experience working in an admin team environment

Skills and Attributes

Self self

Essential criteria

• Recognise and work within boundaries of own duties and responsibilities
• Good organisational skills
• Able to work flexibly between the admin hub and SPA
• Ability to provide a welcoming environment for service users health professionals and members of the public

Desirable criteria

• Good working knowledge in all Microsoft packages

Derbyshire Community Health Services NHS Foundation Trust (DCHS) is one of the largest providers of specialist community healthcare in England and we currently employ around 4,500 staff. We deliver a variety of services across Derbyshire, caring for nearly 1.8 million patients each year.

We deliver patient care through 11 community hospitals, 4 minor injury units, 29 health centres and a learning disability centre. Another key part of our service is out in the community where we care for people in their own homes via therapists, health visitors and district nurses, and promoting public health in the wider community. As a Trust we care for patients of all ages with a special focus on the needs of elderly people and the very young.

DCHS has been recognised as a top 10 NHS organisation to work for in the UK by the Health Service Journal and NHS Employers in their Best Places to Work 2015 campaign. The Trust is also the runner-up in the category for the best NHS community trust employer.

Our vision is to see the health of local communities improve through partnership working, putting people at the centre and looking to the future.

Our values:

1) To get the basics right - For each other, local people and communities

2) To act with compassion and respect - For each other, local people and communities

3) To make a positive difference - For each other, local people and communities

4) To value and develop teamwork - With our partners and within DCHS

5) To value diversity and inclusivity - Of each other, local people and communities.

The majority of our locations offer free parking facilities for staff.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for our service and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern.