Apprentice Administrator

Shropshire · Competitive · Shrewsbury
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  • To provide an efficient, effective and streamlined clerical support service to the Community children's nursing service
  • To maintain strict confidentiality at all times and to work within the Data Protection Act

Use of various electronic systems for creation, input, retrieval and updating of children's records in relation to their health. This includes the input and registration of referrals from appropriate agencies

  • Electronic and postal transfer of children's health records into and out of county. Vetting of incoming records for indications of safeguarding involvement or special needs status with notification of this information to be identified to health staff as appropriate

Use of national and local patient demographic systems to check identification and address details of children as necessary

  • Advice to front line health staff on correct procedures in relation to the completion of forms and stationary issued by the health team
  • Organisation of any clinics and preparation of paperwork relevant to the team in which the post holder is based. This may include allocating children to time slots, issuing of appointments to parents and liaison with the health team
  • Dealing with telephone queries from both health professionals and parents. This may include anxious and upset parents
  • Typing duties. This may include data input to stand alone databases. Use of email to convey messages to other staff as appropriate
  • Notification to Team Leader of any issues or problems relating to the team in which the post holder is based
  • Careful checking of all information leaving the office
  • General clerical duties including photocopying, scanning of letter and uploading on to records and other routine administrative and clerical tasks
  • The post holder may be required from time to time to undertake other comparable duties not specifically mentioned in this job description. This job description is intended as a guide to the principal duties and responsibilities of the post and is such, will be subject to periodic review consultation with the post holder

Understanding and Managing in Context:

  • Maintain confidentiality in all aspects of patient and staff data.
  • To manage and prioritise own workload in a sensible and responsible manner.

To observe Health & Safety regulations as laid down by the organisation.

Relationship building:

  • To provide a first point of contact for some of the queries in to the Community Children's Nursing team. This can be via the telephone, email and in person. Queries can be from parents, relatives, other organisations, general public and staff. This may involve dealing with anxious or upset parents.

Team and People Development:

  • Undertake any training needs as appropriate to the development of the service.

Emotional Intelligence:

  • Behaves consistently with the values and beliefs of the organisation and promotes these on day to day basis.
  • Behaves consistently with the NHS Code of Conduct for Managers.

Maintains emotional resilience and maturity with the occasionally exposure to highly

distressing or highly emotional circumstances for example in the conduct of serious disciplinary cases.

Personal Development:

  • To take responsibility for keeping up to date and reviewing your personal development needs and objectives on a regular basis including participating in reviews with your manager at least a 12 monthly basis

Corporate responsibilities:

  • To ensure that your actions and behaviours are in line with, and consistent with, our values
  • Matters of a confidential nature, regarding both staff and patients may be available to the post holder; divulgence of information or even of the knowledge of such information must only occur in the proper exercise of the above duties
  • All members of staff must ensure that information security is maintained at all times, taking personal responsibility to be aware of and ensure that their actions and behaviours are in line with, the Trust's information governance policies
  • The post holder will be required to comply with regulations relating to the Health and Safety at Work
  • The post holder will be required to comply with regulations relating to Infection Prevention and Control (IPC) including adherence with IPC policies challenge poor IPC practices of others and to report any breaches, using appropriate Trust mechanisms e.g. incident reporting policy
  • The post holder will be required to comply with policies and procedures issued by and on behalf of the TrustThe Trust is committed to safeguarding and promoting the welfare of children and adults and to protecting them from the risks of harm. The Trust recognises its responsibility to ensure that safe working conditions and systems are in place for staff working with children, adults and families in their care. Staff are required to comply with Trust policies on SafeguardingThis job description will be subject to review and amendment, in consultation with the post holder, to meet the changing needs of the service and the organisation.

Desired skills

  • Demonstrable knowledge of the Microsoft Office suite of software
  • Good communication/interpersonal skills
  • Good organisational skills
  • Personal qualities
  • Pleasant and helpful telephone manner with an ability to remain calm under pressure
  • Ability to cope with a busy office and varied workload with accuracy and attention to detail
  • Ability or willingness to learn how to communicate effectively and sensitively with colleagues, members of the public and others from a variety of backgrounds
  • Ability to work with limited supervision but seek advice when appropriate
  • Able to carry out basic clerical tasks following instruction
  • Ability to prioritise and organise own workload to meet deadlines
  • Ability to understand the importance of confidentiality and to maintain confidentiality at all times as necessary
  • Ability to work on own or as part of a team
  • Desired qualifications
  • GCSE in maths grade C/4 or equivalent
  • GCSE English grade C/4 or equivalent
  • IT qualification desirable but not essential.

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