Detailed job description and main responsibilities

Job Purpose: 

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).

Main Duties and Responsibilities 

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 Trust’s 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 employees
ii.    Service users
iii.    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.