Administrative Assistant

The CHIS (Child Health Information Service) department stores health data for all children 0-19 on a specialised database to ensure children and young adults are offered vital immunisations and health screening. This information follows a child wherever they live in the UK so CHIS manages records for children as they move into or out of Essex, East Anglia & Dorset

What you will need to succeed in this role

High levels of attention to detail

Flexible in working hours as some Saturdays may be required

The ability to communicate with a wide range of professionals

Enjoy working flexibly within a busy team

An inquiring mind to follow-up inconsistencies and gaps in records

Capable of understanding and working within processes and protocols guidelines

Child Health plays an important role in these programmes by providing a population register, recording outcomes, scheduling immunisations and providing failsafe functions. Sometimes this work involves routine processing of files but you will always need to be alert to inconsistencies and gaps in records. As an administrator your responsibilities will include:
Processing Birth Notifications

Recording screening results from New born Blood Spot and New Born Hearing programmes

Processing Child Death Notifications

Recording childhood immunisations and supporting immunisation scheduling

Input outcomes of the Healthy Child Programme

Ensuring population is accurate with children movements in and out and address changes

Liaising with other professionals, for instance GP’s, Maternity, Health Visitor providers and other Child Health departments

Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.

We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.

A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
**Vision**: Transforming Lives

**Values**: Care, Innovation and Compassion

**Mission**: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.

Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.

Eligible for NHS Pension

Request sharing of electronic records in a timely manner, process in accordance with procedure and share with appropriate health care professional.

Run system reports as required to ensure information is gained so that data is accurate and complete.

Input all information onto the Child Health Information System in accordance with procedures, ensuring accuracy at all times.

Process demographic updates in a timely manner and in accordance with procedure.

Liaise with the Safeguarding Department as appropriate and ensure documentation is forwarded to the relevant health care professional in a timely and efficient manner.

Deal with telephone enquiries in a prompt and professional manner and escalate those which require input from the Child Health Team Leader.

Undertake scanning, photocopying, sorting and distribution of mail as required and in accordance with Provide’s Policy.

Work independently and as part of a team to ensure timescales are met.

Work independently and as part of a team to identify work/tasks/procedures which may need reviewing and bring to the attention of the CHIS Team Leader.

Ensure all work is undertaken in line with Caldicott principles and the Data Protection Act.In times of colleague’s absence or heavy workload, ensure work is prioritized and undertaken appropriately.

Any other duties required as delegated by the CHIS Team Leader or Deputy Team LeaderSchool Age Children

Receive migration reports from Schools and Immunisation Team and input child data in accordance with procedures. Liaise with School Nurses as appropriate.

Scan and maintain electronic records/documentation in accordance with Provide’s Policy and Child Health procedures.

Input vaccination and health data in accordance with procedure. Pre-School Children Participate in the weekly immunisation run. Process returned Clinic Lists and input immunisation details onto the Child Health Information System in accordance with procedure.

Follow up all immunisation queries with the appropriate GP Surgery. File Clinic Lists. Participate in undertaking the registering and proces