PHN Administrator

Job summary

Be part of our team...

Gloucestershire Health and Care NHS Foundation Trust provides a range of services to Gloucestershire's population of approximately 600,000 people. Our vision is to be the service people rely on, to understand them, and to organize their care around their lives. We value colleagues and support them to develop the skills, confidence and ambition to deliver our vision.

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.

Main duties of the job

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

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Surveygives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views ( It was great to see from the results that colleagues are saying that:

believe they are making a positive difference to patients/service users; would recommend the organisation as a place to work; agree that care of patients and service users is the organisations priority; would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Job description

Job responsibilities

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 ( 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, 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

Person Specification

QUALIFICATIONS

Essential

GCSE level (Grade A-C) in Mathematics & English (or equivalent).

Desirable

Educated to academic Level 3 ( A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject OR Educated to academic Level 2 ( GCSE Grade A-C) with considerable recent administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post ECDL or equivalent

LENGTH AND / OR NATURE OF EXPERIENCE

Essential

Proven administration skills and experience IT literate, experience in typing/word processing and data entry. Recent relevant experience within a Customer facing/ Business environment (face to face and via the telephone)

Desirable

Some experience of working in a healthcare/NHS environment Experience of day-to-day supervision of Admin support staff.

PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE

Essential

Knowledge of administrative and organisational policies, process and procedures Good working knowledge of Microsoft Office packages including Outlook, Word & Excel Ability to learn and effectively utilise various electronic systems. (ordering, learning & processes). General office skills, including filing, photocopying, diary management, setting up meetings.

Desirable

Knowledge of NHS systems such as appropriate systems , PAS, SystmOne Rio, Carenotes

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