0-19 PHN SPOA Administrator inWatford inWatford PUBLISHED WED 8 JAN 2025

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.

About us

Client / Customer CareThe post holder will be required to:Be responsible for the delivery of administrative services to clients and families in the 0-19 caseload as delegated by the SPOA Team LeaderWork in accordance with Local Safeguarding Childrens Boards proceduresHandle all incoming calls to the SPOA, receive, record and relay confidential and sensitive information ensuring all information is accurate and compliant with InformationGovernanceWithin the working and healthcare environment identify hazards and act accordingly to promote the health and safety for clients, the public and staff

Strategic ManagementThe 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 teamUndertake mandatory training as required by the trustActively participate in the appraisal processBe responsible for on-going personal development and to take an active part in identifying training needs and attending training as necessaryParticipate in relevant audit activity as required

Service Development and ImprovementThe post holder will be required to:Be innovative and actively participate in proposing changes to working practices or proceduresAttend Trust and team meetings. Have an understanding of the importance of national and local health initiatives and contribute towards achieving specific targetsOrganise and manage delegated work effectively and be responsive to the changing needs of the serviceAct under the guidance and supervision of the SPOA Team LeaderSupport colleagues in service development and improvement, by feedback and suggestions

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

Communication and Relationship BuildingThe post holder will be required to:Liaise appropriately with individuals from a wide range of backgrounds including:o Clients, client proxy and family memberso All members of the Public Health Nursing Teamo GP Surgerieso Childrens Serviceso Other admin and clerical staffo Other professionals from services with Hertfordshire Community NHS Trust

Key relationships will be with the Public Health Nurses, Child Health Informaticsservice, School Nursing, Family Support Services and GP practicesCommunicate 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 childs health records. Ensuring records are sent to correct area and sent securely following correct processReceive complex, sensitive and occasionally distressing information when liaising with referrers and clients including child death/stillbirthCommunicate 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 necessaryAssess 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 availableGive non-clinical information to clients, recognising potential barriers tocommunication, following trust policy on Information GovernanceCommunication by phone, electronic messaging or email will be used on a daily basisInformation ManagementThe 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 companyEnter 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 Adultsand children. Adding information to correct waiting lists highlighting to senior member of staff any anomalies/late notificationsProcess 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 holderManage 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 timeframeTo manage own workload without supervision taking advice from team lead if requiredRun 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 SMSs as per SOGS. Data quality report run regularly to ensure records within caseloads are kept up to dateTo manage correspondence this will include emails, drafting and preparing letters as appropriate and despatching themOpen and distribute daily post scanning documents onto SystmOne records correctly whilst maintaining confidentialityAdvance keyboard skills to facilitate the accurate and speedy production ofspreadsheets and correspondence, as well as working knowledge of SystmOne, Word and OutlookUse IT equipment appropriately with regard to confidentiality and Caldicott Guidelines

Finance and Resource ManagementThe 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 policyTo co-ordinate and support the DEC champion role in each teamBe financially aware in order to manage the Trusts resources appropriately and effectivelyPrepare and update health promotion materials e.g. leaflets, welcome packs, New Birth PacksOrder relevant stationery as required Policy and ServiceThe 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 officeUse your own judgement to prioritise work within the agreed prioritiesProvide 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 Trusts 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.