Administrator for the Healthy Child Programme

To provide a comprehensive secretarial and administrative service to a HCP team including communicating with the public, dealing efficiently with correspondence without reference, typing and preparing reports from draft (to include child protection reports which may be of a sensitive nature) and regular inputting of client details onto the database.

Main duties of the job:

• To support the HCP Team Lead with identified tasks e.g. maintenance of staff records (annual leave, sickness, supervision), arrangement and taking minutes of meetings, monitoring key performance indicators, training compliance.
• To support the HCP team delivering health promotion and prevention of ill health messages to all families with a child/children/young person aged 0 - 19.
• To be engaged in the induction programme and offer buddy support to new colleagues in post.

Job responsibilities:

• To produce letters and correspondence often without reference and using own initiative using an electronic record system.
• To prepare and type reports from draft documents these will include child protection reports of a sensitive and/or distressing nature.
• To take minutes or notes of meetings, transcribe and distribute as necessary.
• To produce materials used in group presentations or for distribution to clients as requested and required.
• To assist the HCP team in the organisation of group activities including sending invitations and liaising with speakers as required.
• To manage and prioritise workload on a daily basis and deal with the competing demands of the HCP team.
• To manage efficient office systems, primarily SystmOne, and provide secretarial support to the HCP team / team lead.
• To deal in a professional, helpful and sensitive manner with clients, staff and other professionals and agencies, by telephone or face to face.
• To give or receive messages from staff and external agencies, which may be of a complex and sensitive nature.
• To enter safeguarding information onto the Early Help system as required by the HCP practitioners.
• To use appropriate databases, for instance the CCHIS and SystmOne for person tracing, searching for client NHS numbers, to obtain information about GP registration or to find correct client details.
• To use Microsoft applications as required and assist the team as necessary in their use of information technology.
• To share and cascade relevant written information to team members as required.
• To manage and maintain systems for the filing of client records, including processing of new registrations and despatch of client records (i.e. to other HCP teams, CCHIS, and archive storage).
• To maintain confidentiality at all times when dealing with sensitive Trust information.
• To participate in the Trust supervision and appraisal processes with a designated staff member.
• To order and maintain stocks of stationery, equipment and resources for the team.
• To open and distribute the mail (internal and external) as appropriate. To ensure that outgoing post is dealt with. To order and maintain stock of postage stamps and record use.
• Other duties in line with the grade and scope of the post.

Person Specification:

• Good standard of secondary education to GCSE level or equivalent with minimum grade C / level 4 for English and Maths.
• RSA 2 or equivalent knowledge gained through relevant experience.
• Computer related certificate or equivalent.
• Previous administrative experience.
• Experience of typing and producing business documents - e.g. letters and reports.
• Experience of SystmOne - electronic record systems.
• Experience of working in the Healthy Child Programme.
• Experience of data inputting, databases.
• Experience of stock control and of ordering supplies/equipment.
• Experience of working with/dealing with the public.
• Experience of organising diaries and planning meetings.
• Knowledge of work of a NHS Community Health Trust.
• Experience of using virtual contact platforms such as MS Teams or Zoom.

Skills and Knowledge:

• Proficient using Outlook and email systems.
• Proficient using Microsoft Word, PowerPoint, and Excel.
• Ability to produce letters and reports to a professional standard.
• Good written and verbal communication skills.
• Ability to communicate effectively by telephone, email and face to face.
• Ability to follow through procedures on own initiative.
• Ability to be self-directed and work alone, to manage own workload and work to deadlines.
• Demonstrate good organisational skills, methodical approach and attention to detail.
• Time management, ability to prioritise and deal with unpredictable work pattern.
• Ability to take notes at meetings and transcribe.
• Ability to work as an effective team member.
• To be able to maintain confidentiality and deal with sensitive information.
• The willingness to attend training sessions in relation to new technology.
• Ability to work flexibly to meet the needs of the service.

Other requirement:

• An understanding of the principle of equal opportunities in relation to staff and clients.
• Car driver with access to a car for work, unless under the Equality Act.

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.