0-19 PHN SPOA Administrator | Hertfordshire Community NHS Trust

We have an exciting opportunity for you to join the Single Point of Access (SPOA) administration team that supports the Health Visiting team within South Hertfordshire , based at The Avenue Clinic, Watford.

You will be part of a welcoming, friendly team which provides essential administrative support to assist the smooth operational running of the service.

The postholder will be expected to be able to work a Friday.

Main Duties

• Actively work towards enabling the following five Every Child Matters (DH 2004) outcomes to be realised for every child:

• Be healthy

• Stay safe

• Enjoy and achieve

• Make a positive contribution

• Achieve economic well-being

• The post holder will work within Hertfordshire Community NHS Trust (HCT) clinical governance framework, which is embedded in the day-to-day practice. Every clinical member of staff must work within the framework.

Operational:

The post holder will be required to:

• Work in accordance with Admin Standard Operating Guidance (SOGs) – a live document with constant changes (over 30 processes to follow), plus knowledge of non-routine procedures such as answering queries and task related problem solving. To keep up to date with all process and procedure changes, as shared by the SPOA Team Leader.

• To establish priorities, work independently and proceed with delegated objectives to meet deadlines and demands of the service.

• Working as part of a team ensuring that the daily administration tasks are completed effectively and efficiently.

• To work flexibly with colleagues to ensure that workflow is managed between different tasks and ensures covers over breaks.

• Recognise their own level of competence and identify sources of support as required.

A big thank you for considering joining us at Hertfordshire Community NHS Trust. You’ll find it a great place to work with many benefits offered to you as a member of our staff

We put our patients, their families and carers at the centre of our vision – Outstanding Services and Healthier Communities

Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision

We welcome diversity in our workforce and are interested in applicants from all backgrounds and ages, Be responsible for the delivery of administrative services to clients and families in the 0-19 caseload as delegated by the SPOA Team Leader

Work in accordance with Local Safeguarding Children’s Board’s procedures

Handle all incoming calls to the SPOA, receive, record and relay confidential and sensitive information ensuring all information is accurate and compliant with Information

Governance

Within the working and healthcare environment identify hazards and act accordingly to promote the health and safety for clients, the public and staff

Strategic Management

The post holder will be required to:

Be responsible for the organisation of sessions/clinics/administrative tasks (updating ledgers on SystmOne (adding removing as appropriate) and bringing to Team Leaders attention when appropriate) which meet the planned needs of the team

Undertake mandatory training as required by the trust

Actively participate in the appraisal process

Be responsible for on-going personal development and to take an active part in identifying training needs and attending training as necessary

Participate in relevant audit activity as required

Service Development and Improvement

The post holder will be required to:

Be innovative and actively participate in proposing changes to working practices or procedures

Attend Trust and team meetings. Have an understanding of the importance of national and local health initiatives and contribute towards achieving specific targets

Organise and manage delegated work effectively and be responsive to the changing needs of the service

Act under the guidance and supervision of the SPOA Team Leader

Support colleagues in service development and improvement, by feedback and suggestions

Management and Leadership

Demonstrate and teach their duties and workplace routines to new staff as required.

Communication and Relationship Building

The post holder will be required to:

Liaise appropriately with individuals from a wide range of backgrounds including:

o Clients, client proxy and family members

o All members of the Public Health Nursing Team

o GP Surgeries

o Childrens’ Services

o Other admin and clerical staff

o Other professionals from services with Hertfordshire Community NHS Trust

Key relationships will be with the Public Health Nurses, Child Health Informatics

service, School Nursing, Family Support Services and GP practices

Communicate with other admin teams, health and other professionals, including Child Health Informatics Service, to record relevant and confidential information and ensure the safe and accurate transfer of sensitive information about a child’s health records. Ensuring records are sent to correct area and sent securely following correct process

Receive complex, sensitive and occasionally distressing information when liaising with referrers and clients including child death/stillbirth

Communicate with clients and their families. Although the majority of conversations will be straightforward there may be some situations when the other person may be upset or may have barriers to communication. In these situations, the post holder must be able to adapt their communication style as necessary

Assess and recognise when calls need immediate action – bringing to attention of Duty Staff Member. On occasion be able to accurately identify and independently support clients who present (often on the phone) in a risky or hazardous situation – distressed parent/carer, those at risk of suicide and/or indicating the intent to harm a child – until additional clinical support is available

Give non-clinical information to clients, recognising potential barriers to

communication, following trust policy on Information Governance

Communication by phone, electronic messaging or email will be used on a daily basis

Information Management

The post holder will be required to:

Be responsible for accurate data management including storage of electronic and paper data in accordance with Trust procedures, archiving and retrieving paper records and liaising with third party storage company

Enter data onto electronic records accurately and contemporaneously. Deal with electronic ‘tasks’ as they arise – New Births – Registering New Mothers and Babies

• creating reciprocal relationships / Movement in and out/new registrations – Adults

and children. Adding information to correct waiting lists highlighting to senior member of staff any anomalies/late notifications

Process referrals, verifying data is correct and entering on to SystmOne. Be able to recognise the urgency of information sharing and prioritise allocation/referral to the correct locality and Public Health Nurse caseload holder

Manage the NHS.net account for each quadrant. Dealing with highly confidential and sensitive information mainly Safeguarding Documents (Section 17/47/MARAC/MASH/Reports/Domestic Abuse reports). Ensure correct details are recorded on correct client record including registering clients if necessary, using NHS Portal as required and alerting senior member of staff with the relevant information. Take ownership of all work on the NHS.net Account, prioritising work and ensuring dealt within the correct timeframe

To manage own workload without supervision taking advice from team lead if required

Run electronic reports as required or requested, extracting, analysing and cleansing data. Reports for child development reviews run at correct timelines, adding to waitlists – following up with appropriate SMS’s as per SOGS. Data quality report run regularly to ensure records within caseloads are kept up to date

To manage correspondence this will include emails, drafting and preparing letters as appropriate and despatching them

Open and distribute daily post – scanning documents onto SystmOne records correctly whilst maintaining confidentiality

Advance keyboard skills to facilitate the accurate and speedy production of

spreadsheets and correspondence, as well as working knowledge of SystmOne, Word and Outlook

Use IT equipment appropriately with regard to confidentiality and Caldicott Guidelines

Finance and Resource Management

The post holder will be required to:

Have a personal duty of care for checking equipment, stock levels and expiry dates,

reordering and restocking supplies in accordance with Trust policy

To co-ordinate and support the DEC champion role in each team

Be financially aware in order to manage the Trust’s resources appropriately and effectively

Prepare and update health promotion materials e.g. leaflets, welcome packs, New Birth Packs

Order relevant stationery as required Policy and Service

The post holder will be required to:

Independently responsible for maintaining security of building by ensuring all windows and doors are closed at the end of each day, doors locked and alarm activated.

Sit for long periods of time, there is a requirement for prolonged concentration whilst working in an open plan office

Use your own judgement to prioritise work within the agreed priorities

Provide cover as requested for colleagues in their absence.

Carry out other tasks suitable for job role as requested by the SPOA Team Leader.

Adhere to the Trust’s policies and guidelines. Assist management with preparation of relevant data collection, research and auditing in order to influence local and national policies ensuring research-based practice

Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID-19.

We are committed to supporting flexible working options for staff, wherever possible, and welcome discussions on flexible working patterns to support our staff to maintain a healthy work life balance.

Word versions of documents are available if needed to allow for any adaptations to be made i.e. font, colour, background, convert to Read Aloud.

Disability Confident

About Disability Confident

A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.