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Midwifery Secretary/ Data Administrator

3 months ago

Nottingham, Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time

Job summary

To be responsible for the day-to-day administration of the midwifery service and IT system.

to provide an administrative service for the day-to-day running of the Midwifery service, primarily working for the Midwifery Manager and Clinical Leads and to provide cover during the Midwifery Support Officer's absence.

To be responsible for maintaining and improving the quality of the data collected by the Midwifery team.

To help staff with any queries relating to the data system.

As a first point of contact for the service, providing an information resource service and dealing with enquiries from staff, management, other professionals and agencies both internal and external.

Main duties of the job

To communicate with Heads of Service, Clinical Leads and Team Leaders. Provide a frontline service to outside agencies and health professionals at all levels. Deal with queries and inquiries on own initiative and in collaboration with colleagues when appropriate, in line with existing procedures and policies. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries, answering appropriate emails on behalf of your managers and communicating your actions to them. To communicate to a broad range of internal and external professional bodies and resolve queries using own initiative . To work closely with the Managers and midwifery teams on systems relating to data collection and check the quality of the data. To produce monthly reports for Managers.

About us

'With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.'

Job description

Job responsibilities

Please refer to the job description and person specification attached to the advert for the full details.

To communicate with Heads of Service, Clinical Leads and Team Leaders. Provide a frontline service to outside agencies and health professionals at all levels. Deal with queries and inquiries on own initiative and in collaboration with colleagues when appropriate, in line with existing procedures and policies. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries, answering appropriate emails on behalf of your managers and communicating your actions to them. To communicate to a broad range of internal and external professional bodies and resolve queries using own initiative . To work closely with the Managers and midwifery teams on systems relating to data collection and check the quality of the data. To produce monthly reports for Managers.

Planning and Organisation

To prepare, update and distribute midwifery staff rotas. To administer meetings by booking rooms, ensuring refreshments available if necessary and by taking minutes at Clinical Lead and Management Team meetings. To maintain a number of databases relating to staff, home births and antenatal screening.

Knowledge, Training and Experience required to do the role

To have a working knowledge and experience of Microsoft Office software (including Word, Access, Excel, PowerPoint and Publisher) in order to provide efficient word processing of all reports, documents and correspondence and to accurately record and maintain various database/spreadsheet information. Awareness of confidentially/data protection issues Knowledge of an electronic clinical data collection system. Knowledge of PCT process for recruitment, ordering stationery, monthly sickness returns, expenses and travel claims and for inputting guidelines on the intranet.

Decisions and Judgements

To prioritise and organise own workload To interpret and problem solve information

Physical Skills

Advanced typing skills RSA 111 Minute taking skills Methodical approach to dealing with a range of tasks Attention to detail Record keeping and data collection skills Ability to work independently or as part of a team

Responsibility for Policy and Service Development

Implement policies in own area of work and proposes changes to working practices orprocedures for own work area.

Responsibility for Physical Resources

Responsible for the safe use of equipment and lifting/handling.

Responsibility for Information Resources

To co-ordinate, maintain and develop administrative processes, database, files and filing. To ensure accurate systems and processes are in place.

Research and Development

To collate data for surveys and audits undertaken by the childrens services

General Responsibilities

Provide secretarial and administrative support for the day-to-day running of the Midwifery Service. Provide data and information reports to managers. Provide cover for the Midwifery Support Officer in their absence. To be flexible in an ever changing environment Any other duties commensurate with the grade as defined by the Midwifery management.

Other and Core Common Responsibilities

To maintain strict confidentiality in all aspects of work in line with the Confidentiality NHS Code of Practice, the Data Protection Act and the PCT Data Protection, information security and confidentiality essential good practice guide for all staff, including maintaining up to date information on working hours, vacancies, caseloads,

in-house training and any other associated data.

Take responsibility for personal development. To comply at all times with the requirements of the Trusts Policies and Procedures. Comply with and implement standards of infection control and precautions at all times, to minimise the spread of micro-organisms and communicable diseases to service users, staff and surrounding communities. Person Specification

Commitment to Trust Values and Behaviours

Essential

Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards

Training & Qualifications

Essential

RSA III word-processing/text processing or equivalent GSCE in Maths and English or equivalent qualification.

Experience

Essential

MS office packages (Excel, access, Publisher etc.) Previous administrative/secretarial experience working at a senior level Experience of data collection Experience of working independently and as part of a Team Minute taking experience Management of diaries

Desirable

Experience of working with partner agencies Experience of managing data Experience of working with vulnerable families

Communication and relationship skills

Essential

Internet / emails Ability to communicate verbally and in writing at all levels Good telephone communication

Analytical and Judgement skills

Essential

Understanding of confidentiality Understanding highly sensitive issues in context of confidentiality Understanding of Data Governance Understanding of Data quality and issues

Desirable

Understanding of the NHS polices & Procedures

Planning and organisation skills

Essential

Ability to prioritise workload and manage time effectively Ability to work under pressure to meet deadlines

Physical skills

Essential

All appointments are subject to satisfactory medical clearance and the ability to cope with the demands of the role

Other requirements specific to the role ( be able to drive or work shifts

Essential

To collate data and information effectively Ability to work as part of a team Ability to work on own initiative and take decisions within given parameters Evidence of good and accurate written and verbal skills at all levels Proven organisational skills Required to work on other sites on occasion