Detailed job description and main responsibilities

Main Duties and Responsibilities

·         Provide a full range of clerical duties for the neighbourhood teams and as directed by the Start well Health visiting Team and the Information and Clinical Support Co-ordinator; this will include tasks such as spreadsheets, scanning, word processing, e-mails and retrieval of information using a variety of systems preparing and processing outputs from clinical sessions. Updating quality and information on team white boards.

·         Communicate with all members of each team in a timely manner regarding administrative duties, messages received, appointments, liaising within the team and between the service and other services. This will include answering the phone in the office to support team working.

·         Set up activities in clinics and where required meet and greet families.

·         Assist teams under the supervision of a Health visitor or Staff Nurse with clerical duties to support developmental assessments.

·         Assist with co-ordination of rotas/whereabouts for the team – recording sickness absence and annual leave.

·         Contribute to an evidence-based service in all neighbourhoods by adhering to SOPs and pathways.

·         Adhere to infection control policy for clinical areas and clinical equipment ensuring they are all kept clean in line with guidance at all venues

·         Ensure that up to date community and service information is available for parents, children and young people, thereby improving access to services including digital health promotion resources.

·         Ensure that the welfare and safety of the child is always paramount by adhering to the Child Safeguarding policies and guidelines.

·         Advise the HV / team leader or Vulnerable Childrens Team of any child safeguarding concerns in line with the policy.

·         Advise the HV or team leader/family hub neighbourhood lead and follow the vulnerable adult policy where there are vulnerable adult concerns.

·         Carry out any other work deemed appropriate to the role in consultation with line manager and Start Well Team Leader.

·         Allocation of Incoming children & families into the service will be completed daily by the HVA

·         HVA’s complete Child Health Clinics - this includes weighing and measuring off babies and children in adherence to WHO guidance and Standard Operating Procedures within the trust.

Communications

·         Communicate with all members of the team which you are supporting in a timely manner regarding administrative duties, messages received, appointments, liaising within the team and between the service and other services if required.

·         Provide clear and accurate communication between parents and clinical team to aid smooth running of service delivery, as safely and efficiently as possible.

·         Deal with all enquiries on behalf of the clinical team, record conversations on the patient record which will come from a variety of sources and use initiative to deal with these enquiries as appropriate.

·         To communicate effectively and maintain good relationships with professionals within the integrated children’s service.

·         To have the ability to engage effectively with parents, encourage attendance and uptake of services using a variety of non-verbal and verbal communication skills.

·         To maintain confidentiality in line with trust policy.

Responsibility for Patient Care

·       Organise and facilitate the appointed healthy child health clinics, completing appropriate documentation as directed following clinical guidelines. This includes weighing and measurement of babies and children and recording the results as directed by the team.

·       Respond to patient enquiries face to face when required.

Planning and organising

·         Organise group activities in clinics and other community venues as delegated by the Start Well Health Visiting Team to support the team to deliver the service.  

·         Provide the Start Well Health Visiting teams with organisational systems and processes to support organisation of caseloads / advice line including allocation of work as directed by Manager of the Day HV or Start Well Team Leader.

·         Organise home visits and clinic appointments for all team where required.

·         Attend team meetings and service development sessions as required by the service in order to keep fully informed and updated.

·         Organise and prioritise clerical duties to enable safe information flow in the team so that the caseload holders can prioritise clinical work.

·         Set up health promotion displays and quality boards in the clinics/health centres in line with current evidence-based guidance as directed by the leadership team.

·         Ensure communication is well documented and shared by whole team in line with managers and team requests.

·         Provide clinical admin support to advice line team and additional start well teams across the borough as part of the health visiting assistant duty rota.

·         Support wider start well team members with understanding of systems and people’s roles in the start well team.

Responsibilities for Physical and / or Financial Resources

·         Ordering of health promotion materials to use for clinic displays in line with health promotion calendar

·         Maintain the supplies of stationery via stock orders for the team in liaison with the administrator.

·         Coordination and disposal of out of date / unwanted equipment and stationery in agreement with the start well team.

Responsibility for Policy and Service Development and Implementation

·         Work within all Trust policies, service clinical guidelines and standing operating procedures.

·         Complete Datix online as appropriate, and when requested by health visitor / team leader / family hub neighbourhood lead.

Responsibilities for Human Resources and Leadership

·         Be able to demonstrate own duties to new or less experienced staff in same job role.

·         Will be required to cover other assistants work as necessary for maintenance of service delivery across start well teams and advice line team.

Responsibilities for Teaching and Training

·        Ensure that all training and development is attended within timeframe set out in service and organisational training schedules.

Responsibilities for data and information resources

·         Adding to electronic patient records to enable accurate and timely record keeping, reporting and collection of data required.

·         Access electronic systems and upload onto the patient electronic record where required.

·        Communicate with IT helpdesk on behalf of the start well health visiting team to report software and hardware faults and issues.

Research, Development and Audit

·         Contribute to and carry out audits/surveys as delegated by the team/service leaders.

·         Participate in service development projects and initiatives.

Physical Skills and Effort

·         Moderate, does not require any patient moving or handling.

·         Moving some furniture and equipment is required.

·         Travel around the borough is necessary.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust’s policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.

If successful this vacancy will require an enhanced DBS check at a cost of £54.50. This cost will be deducted from your first Trust salary

In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16