Administrative Assistant Dorset CHIS in Dorchester

This position is based in Poundbury, Dorchester, Dorset. Administrative Assistants within the Child Health Information Service work as part of a team to provide an efficient, effective, high quality and customer focused administrative and data input service which supports the delivery of health services to children and young people aged 0-19. To ensure services objectives are met and that data quality is continuously improved.

Main duties of the job:

• Request sharing of electronic records in a timely manner, process in accordance with procedure and share with appropriate health care professional.
• Input all data information onto the Child Health Information System in accordance with procedures, always ensuring accuracy.
• Process demographic updates in a timely manner and in accordance with procedure.
• Liaise with the Safeguarding Department as appropriate and ensure documentation is forwarded to the relevant health care professional in a timely and efficient manner.
• Ensure all work is undertaken in line with Caldicott principles and the Data Protection Act.
• In times of colleague's absence or heavy workload, ensure work is prioritized and undertaken appropriately.

Job responsibilities:

• Run system reports as required to ensure information is gained so that data is accurate and complete.
• Deal with telephone enquiries in a prompt and professional manner and escalate those which require input from the Child Health Team Leader.
• Undertake scanning, photocopying, sorting and distribution of mail as required and in accordance with Provides Policy.
• Work independently and as part of a team to ensure timescales are met.
• Identify work/tasks/procedures which may need reviewing and bring to the attention of the CHIS Team Leader.
• Receive migration reports from Schools and Immunisation Team and input child data in accordance with procedures.
• Liaise with School Nurses as appropriate.
• Scan and maintain electronic records/documentation in accordance with Provides Policy and Child Health procedures.
• Input vaccination and health data in accordance with procedure.
• Participate in the weekly immunisation run.
• Process returned Clinic Lists and input immunisation details onto the Child Health Information System in accordance with procedure.
• Follow up all immunisation queries with the appropriate GP Surgery.
• File Clinic Lists.
• Participate in undertaking the registering and processing of new births.
• On a daily basis, receive electronic Blood Spot results from the laboratory and upload or input in accordance with procedure.
• Run system reports to an agreed timescale, liaising with health care professionals as appropriate.

Person Specification:

• Experience: Exam Grades 5 GCSE or Equivalent Grades 1 to 3 or A to C.
• Previous Admin Experience.
• Previous NHS Admin Experience.
• Qualifications: Qualification in Word and Excel.
• Experience of SystmOne Computer system.
• Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.