Administrative Assistant

Job content

Northumbria Healthcare NHS Foundation Trust are looking to recruit an administrator to work within Kyloe House Secure Children’s Home near Morpeth, Northumberland. This is an exciting new post which will be ideal for someone wanting to provide high quality administration to support accuracy of clinical records, which will enhance the health and well-being of young people in Kyloe House Secure Children’s Home.

We are looking for someone who can work independently but within the clinical team. Be able to communicate and collaborate in an engaging way with the multi agency team that works within Kyloe House. We want someone who has excellent organisational and problem-solving skills to implement process to ensure the historical and current health issues are systematically stored. The post holder will need to support the clinical team is data collection and process writing as well as maintaining an accurate SystmOne record.

We are looking for someone who can ensure the Trust meets its responsibilities to the young people within Kyloe House by supporting the clinical teams to meet the health needs in line with the Healthcare Standards for children and young people in secure settings. We want someone with good professional practice who wants to make a difference to these young people’s long term health outcomes

This role is based within Kyloe House Secure Children’s Home working closely alongside Northumberland County Council (NCC) and Cumbria, Newcastle, Tyne and Wear (CNTW) staff.

For more information about this role, please see the attached job description and person specification.

We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, in addition to our state-of-the-art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. We also care for people in their homes and provide services from facilities in local communities such as health centres. We give people greater choice and control over their care to help them to live independently at home and avoid hospital admission where appropriate.High quality patient care is at the heart of everything we do and we strive to ensure every single patient and service user has an exceptional experience with us. We have one of the most extensive patient experience programmes of any trust in England.

Job Description
Job Details

Job Title:
Administrative Assistant

Business Unit:
Child Health/Children in Care Team

Department/Ward:
Child Health/Community

Location:
Trustwide

Pay Band:
Band 2

CAJE:
COM1007

Main Purpose of the Job

• To provide a general clerical and administrative service to the Children in Care Team. This post will be split between Wansbeck General Hospital and Kyloe House Secure Children Home.

Dimensions

• Works as a member of the Team contributing to the smooth running of services on offer.
• Works within a clear framework of delegated tasks but without continuous supervision.
• Give administrative support to the multi-agency health team within Kyloe House (Northumbria Healthcare, Northumberland Council and CNTW staff).

Organisational Chart

Named Nurse Band 8

Specialist Nurse Band 7

Secretary Band 4

Administrator Band 3

Administrative Assistant Band 2

1. Communications and Relationships

• Uses a range of communication skills including written and oral, the post holder communicates effectively and politely with members of the general public and staff both face to face and by telephone.
• Liaises effectively with all disciplines within the health centre to ensure messages and enquiries are passed on.
• Must be able to demonstrate the English language proficiency level required for this post
• Work with staff employed by NHCFT and other agencies.

2. Knowledge, Skills, Training and Experience

Essential

• Educated to GCSE level A-D or equivalent in three subjects including English and Mathematics or equivalent experience to demonstrate good numeracy or literacy skills
• Good Standard of General Education
• Telephone duties in an office environment.
• Operating a PC using Microsoft Office programmes and email packages.
• General office duties e.g. filing, photocopying
• Full UK driving licence

Desirable

• SystmOne
• Text or Word Processing (or equivalent)
• NVQ Level 2
• Additional qualifications in Word Processing or Spreadsheets
• Experience of desk top publishing
• Using electronic diary

3. Analytical Skills

• Judgments involving facts or situations that may require analysis.

4. Planning & Organisational Skills

• Plan and organise straight forward tasks, some ongoing

5. Physical Skills

• Developed physical Skills, advanced keyboard use
• Advanced keyboard skills, text and word processing data, VDU use for a substantial proportion of working time
• Will be required to operate general office equipment such as PC, photocopier, fax, shredder.
• Uses Microsoft Office software including email and internet
• Uses clinical systems to record/access patient information e.g. SystmOne/PAS etc. where required

6. Patient/Client care

• Assists patients/clients through incidental contacts
• Ensures immediacy of attention to patients/clients/managers

7. Policy & Service Development

• Follows policies for own role, may be required to comment on changes proposed by others

8. Financial & Physical Resources

• Appropriate and safe use of office equipment

9. Human Resources

• Demonstrates own duties to new or junior staff

10. Information Resources

• Data entry text processing, safe storage of records. Transcription of clinical and non-clinical records
• Updates documentation/records in a timely fashion
• Must maintain records and data bases to meet the needs of the various services on offer in electronic or paper format

11. Research & Development

• Completes audits as requested for own area

12. Freedom to Act

• Standard operating procedures, someone available to refer to at all times.
• Accepts delegated tasks (written and verbal) and acts on them accordingly
• Adheres to Trust Policies at all times

Effort and Environment:
Physical–

• Keyboard skills - touch typing and word processing data to VDU for a substantial proportion of working time
• Post holder will be required to work within a secure unit.

Mental–

• There is a frequent requirement for concentration where the work pattern is predictable.

Emotional–

• Occasional exposure to distressing or emotional circumstances.

Working Conditions–

• Requirement to use VDU more or less continuously with appropriate breaks as per Health & Safety guidelines.
• Kyloe House is a locked unit

Person Specification

Job Title:
Administrative Assistant

Department:
Child Health/Community Services

Location:
Trustwide

Specification

Essential

Desirable

Qualifications / Professional Registration

• Educated to GCSE level or equivalent in three subjects including English and Mathematics Grade A-D or equivalent experience to demonstrate good numeracy or literacy skills
• EDCL / IT qualification
• SystmOne
• Text or Word Processing (or equivalent)
• Additional qualifications in Word Processing or Spreadsheets
• NVQ Level 2

Experience and knowledge

• Ability to use a range of office equipment i.e. Photocopier, printer
• Good Standard of General Education
• Telephone duties in an office environment.
• Operating a PC using Microsoft Office programmes and email packages.
• Using electronic diary
• Multi agency working

Skills and abilities

• Key board skills and office experience
• Good organisational skills
• Numeracy
• Ability to work within a clear policy of confidentiality
• Ability to prioritise
• Must be able to demonstrate the English language proficiency level required for this post

Personal attributes

• Able to work in a calm and efficient manner
• Willing to seek new opportunities to improve and develop
• Commitment to working as part of a team and meeting deadlines.
• Flexible in approach to duties and be able to respond to diverse requests.
• Able to work with minimum supervision

Other requirements

• Able to meet transport requirements of the post.