Admin Secretary

Secretary Administrator (Band 3)

Omagh

Temporary

The Client: Local Healthcare body based in Omagh

The Role: Secretary Administrator

JOB SUMMARY

The post holder will

• provide clerical support to maintain records including operation of School Health Records System and Child Health Computer System.
• assist professionals i.e. School Nurses, General Practitioners, Education staff in the delivery of regional child health promotion programme by scheduling immunisations, health appraisals, preparing records and recording of outcomes to ensure the integrity and quality of the CHS database.
• be the first point of contact for a wide range of Child Health System users and for members of the public making enquiries both in person and by telephone.
• be responsible for the on-going maintenance of information on the Child Health System
• provide admin support to the School Nursing Team Managers, including recording Bank shifts and updating the training matrix and equipment inventory.
• assist with the delivery/ collection / processing of consent forms to and from schools in the Craigavon and Banbridge area.
• assist with data entry of flu vaccinations for post and primary school flu vaccinations for Craigavon and Banbridge area.

KEY DUTIES/RESPONSIBILITIES

Operational Delivery

• To ensure that work for which responsible is processed in a timely manner in accordance with agreed performance standards and that any derogation is brought to the attention of a senior officer.
• To prioritise workload in accordance with expected outcomes.
• Deal with routine queries, referring to more senior staff when necessary.
• Deal with incoming / outgoing mail and ensure that mail is distributed appropriately to relevant staff and in a timely manner.
• To ensure that a school record is prepared for each child and brought forward each year to the appropriate class / school during the child's primary secondary education.
• Prepare schedule, print and class screening of vision, audio and school examinations for the School Nurse
• Prepare schedule and print medical examinations for the Community Paediatric Service, and ensure that the appropriate school records are sent on to them.
• Schedule, print and class all Secondary school children due vaccinations in Year 9, Year 11 and also any children who missed out the previous year (mop up).
• To ensure that all vaccination and immunisation details are recorded against each individual child record including consent, this is particularly important so that children are called for the correct immunisation.
• Contributing to the smooth transition of changes in the regional childhood immunisation programmes, schedules and participation in the catch- up programmes e.g., Men C
• Responsible for compiling a child health record for children who move into the area from the accession states, and being aware of the various immunisation schedules in the different countries.
• Code significant conditions and congenital malformations diagnosed by the Medical Team using the International Classification of Diseases Version 10 coding books.
• Provide administrative support and assistance to the School Nursing Team in schools with the implementation of the core programme.
• Responsible for processing School Health Records for children who have moved in/out of the Trust area.
• Responsible for responding to verbal and written queries from the public and professionals for information on health related issues in accordance with the Data Protection Act and Departmental policies.
• Responsible for bringing to the attention of the Child Health System Manager any discrepancies found in the Child Health System.
• Requesting stock stationary and ordering all the relevant CHS forms.
• Process incoming and outgoing mail as required.
• To provide relief cover for other clerical staff as required including preschool child health record department.
• Running enquiries within set parameters and producing various statistics.
• Carry out a range of duties relating to records i.e. logging, filing, archiving, retrieval, tracking and dissemination.
• Undertake any other duties appropriate to the position and grade which may be assigned from time to time in light of developments.

Information Management

• To ensure that all systems used both manual and computerised are maintained accurately at all times.
• Where necessary to develop filing systems to meet the needs of the service and ensure these are maintained.
• Liaise with Board's Child Health System Manager for completion of annual returns and other departmental statistics.

Key Working Relationships

• Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and to interact effectively with members of the public as required.
• Attend relevant meetings.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure the Trust's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• All employees of the trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exception, under the Freedom of Information act 2000 the Environmental Information Regulations 2004 and the Data Protection Acts 1998. Employees are required to be conversant with the Trusts policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, including full participation in KSF Development Reviews/appraisals, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent the Trust's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.
• Available / able to work any 5 days out of 7 over the 24 hour period, which may include on-call / stand-by / sleep-in duties, shifts, night duty, weekends and Public Holidays if required immediately on appointment or at a later stage following commencement in response to changing demands of the service.
• Understand that this post may evolve over time, and that this Job Description will therefore be subject to review in the light of changing circumstances. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-time: 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

• Experience in the use of Microsoft Office products including Word and Excel

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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