PHN Administrator inTewkesbury inTewkesbury PUBLISHED TUE 3 DEC 2024

An exciting, varied and challenging position has arisen within the Gloucestershire Public Health Nursing Team for a Senior Administrator.

We are looking for a reliable, well organised, flexible and highly motivated individual to provide a comprehensive administration service to the Health Visiting Team. You will need to be conscientious, with the ability to work under pressure, plan and coordinate a demanding workload. The nature of the work requires accuracy, sensitivity and confidentiality.

Excellent communication skills are essential as is the ability to liaise with senior managers, clinical team members and people at all levels. The successful applicant should have robust computer skills and have the ability to learn new skills and processes. A common sense approach to work is important as well as having the ability to handle sensitive and confidential information in a professional manner at all times. You will also be able to work on your own initiative and as part of a team with a positive and solution-focused attitude.

• To proactively manage/coordinate administrative tasks to support clinical colleagues to be efficient in their work.
• Respond to requests for information from patients, health professionals and other agencies following corporate standards.
• To accurately upload information to the electronic child health records.
• To support the Public Health Nursing team in the delivery of safeguarding processes.
• To provide supervision and support in accordance with the Trust's Supervision Policy.
• Provide and receive confidential and supportive information from staff, clients, their carers and the general public and take the appropriate action to ensure their satisfaction.
• Respond to requests for information from the public and from colleagues following corporate standards.
• To ensure all communications are accurate, timely and well presented as per corporate standards.
• To work as part of a team providing administrative support to assist the Health Visiting leadership team.
• To update and access electronic patient records with client information and changes to patient details.
• Act as key administrative contact for all stakeholders in the Gloucester locality.
• To provide cover for other PHN administration staff in their absence or as required.
• Assist in data collection for audits, surveys and performance monitoring inputting and retrieving data as require

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

To use a number of office systems including ordering office supplies using the Trusts electronic procurement system.

To maintain/update information of the Trusts patient information system (System 1)

To be responsible for actioning, following up on and/or re-directing appropriately any incoming queries from the joint administrative outlook email inbox and to exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries

To communicate effectively with a wide range of people including colleagues and members of the public via telephone and/or in person, ensuring at all times that a professional approach is presented.

To efficiently use appropriate systems to collate and report data and information in an accurate format, producing spreadsheets and pulling reports to a high-quality standard (e.g. Microsoft Excel, Word, PowerPoint).

To actively support team meetings - co-ordinate, collate and ensure accurate and timely distribution of papers, as needed. Ensure that Minutes are accurate, well written and presented, and effectively distributed in a timely manner.

To maintain a well-managed filing system, both paper and electronic, ensuring ease of access and retrieval, in line with Trust protocols.

To ensure all confidential paperwork is filed or shredded promptly and securely

To carry out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and uploading of documents on the relevant computer systems

To use own initiative in prioritising workload to ensure deadlines are met and to timely escalate any arising issues to the Team Manager

To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues including providing cover.

To ensure that all individual and team objectives are completed efficiently and within given timescales

To take supportive approach and engage in the induction and training of new administrative colleagues as directed by the Team Manager

To participate in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and engage in the implementation of the processes.

When appropriate, to propose changes to working practices to maximise efficient/effectiveness of the role

In unusual circumstances, if required, to be flexible and willing to work at an alternative site