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Maternity Administrator, Band 3

4 months ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Job summary

Maternity Administrator, Band 3 ( hours a week)

To provide administrative support to the midwifery team whilst working under the senior maternity teams PA.

Main duties of the job

- Ability to communicate effectively with all grades of staff and visitors to the department and work effectively as a team member.

- Discretion and understanding of confidentiality and data protection.

- Drafting and typing of correspondence for the midwifery team.

- Maintaining personal files for all midwifery staff. This will include ensuring that all changes in staff working hours, grades, names and addresses, including temporary grades and contracts are properly recorded on Variation Forms and distributed to Payroll and Human Resources. Keeping up to date Next of Kin records.

-Supporting Maternity team with recruitment processes.

- Carrying out general administration duties including: answering the phone, electronic filing, generating basic reports, data entry, responding to emails and diary management.

- Taking minutes and distributing approved copies to staff

- Accessing patient care record as and when required

- Arranging a variety of meetings, workshops and presentations

- Maintenance of midwifery staff database and email contact lists

- Ordering/receipting of goods as required and ensuring invoices processed using electronic ordering system

- To comply with Trust and Departmental policies and procedures , Health and Safety at Work 1974, Data Protection Act 2018, Freedom of Information Act 2000 and patient/staff confidentiality at all times to ensure the appropriate use and disclosure of information.

About us

We are looking for a positive and enthusiastic individual to join our maternity administration team.

Job description

Job responsibilities

- Good basic education, to include Maths and English

- Previous secretarial experience

- Advanced IT skills

- Excellent interpersonal skills for dealing with people internal and external to the organisation.

- Flexible and responsive to working environment.

- Able to maintain confidentiality regarding personal staff information

- Practical ability, prioritisation and excellent time management and organisational skills.

- Awareness of child protection issues. Basic level Child Protection training.

- Willingness to update skills regularly and to undertake training when appropriate.

- Ability to communicate effectively with all grades of staff and visitors to the department and work effectively as a team member.

- Discretion and understanding of confidentiality and data protection.

- Drafting and typing of correspondence for the midwifery team.

- Maintaining Personal files for all midwifery staff. This will include ensuring that all changes in staff working hours, grades, names and addresses, including temporary grades and contracts are properly recorded on Variation Forms and distributed to Payroll and Human Resources. Keeping up to date Next of Kin records.

- Filing for Matrons.

- Supporting Maternity team with recruitment processes.

- Carrying out general administration duties including: answering the phone, electronic filing, generating basic reports, data entry, responding to emails and diary management.

- Taking minutes and distributing approved copies to staff

- Accessing patient care record as and when required

- Arranging a variety of meetings, workshops and presentations

- Maintenance of midwifery staff database and email contact lists

- Ordering/receipting of goods as required and ensuring invoices processed using electronic ordering system

- To comply with Trust and Departmental policies and procedures , Health and Safety at Work 1974, Data Protection Act 2018, Freedom of Information Act 2000 and patient/staff confidentiality at all times to ensure the appropriate use and disclosure of information.

- Providing cover support within the maternity administration teams

Communication and Working Relationships

- Maternity Department

- Practice Development/Risk & Governance Team

- Secretarial colleagues and ward clerks

- Departments within the Trust

- Members of the public

- Outside Agencies

- Secretarial colleagues and ward clerks

Person Specification

Qualifications, Experience and Skills

Essential

Educated to GCSE Grade C/4 or above (or equivalent) in Literacy and Numeracy General knowledge of office duties Experience in Microsoft Office packages including Word, Excel, PowerPoint and Outlook Awareness of Health and Safety issues, risk management and data protection Previous secretarial/office experience Good command and understanding of English punctuation and grammar Work effectively as a member of a large multi- disciplinary team Ability to communicate effectively with members of staff and the public from both within and outside of the hospitals trust. Understand the importance of confidentiality both written and verbal Proven organisational skills Self-motivated and able to work under own initiative and prioritise workload Ability to concentrate in a noisy environment with interruptions Enthusiastic and self-aware Able to work under pressure Team focused Reliable and Dependable

Desirable

Awareness of child protection issues. Basic level Child Protection training. Able to be professional to deal with occasional exposure to distressing or emotional circumstances Attention to detail with previous experience of filing/ maintaining personal records and confidential correspondence