Children & Young People Administrator

Job Purpose You will be required to support the 0-19 Childrens Services Teams in their delivery of programmes of care which promote the health and well-being of babies, children, young people, and their families, by providing a comprehensive administrative and clerical service to clinical staff. This will include data collection and information management for the care delivery group. You will work under the direction of the Clinical Service Lead and Clinical Service Manager. As part of your role, you will: Work with Clinical Service Managers, Clinical Service Leads, Quality Support Officers, and other key services, including Child Health to support with creating accurate service performance monitoring reports.

Support Clinical Service Leads and Managers to gather data and information to support them to pinpoint and address issues that affect performance and service delivery. Work with clinical service leads to maintain effective local clerical systems, including completing the service rotes and tracking/booking appointments. Monitor servicing/calibration renewal dates, maintain a local asset register and monitor stock levels such as stationery and equipment. Dimensions Undertake work to support the Clinical Service Manager/Lead and the clinical team.

Timely action of tasks relating to electronic systems. Organise and complete delegated work effectively. To assist with audit and research as required. Undertake other duties as may be required for maintenance of an effective and efficient service.

Key Responsibilities Communication Promote a positive image of the team and communicate effectively with a range of people both within and outside of CityCare, either in person, or on the telephone. To be effective and professional, with a courteous manner whilst recognizing barriers to communication. Be sensitive to the needs of children, young people and their carers who may experience communication barriers, for example where English is not their first language. Identify appropriate resources to optimize communication and understanding for parents and young people, always treating them with dignity and respect at all times.

To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work. Act in accordance with the General Data Protection Regulations and Information Governance Policy at all times. Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting, and referring problems where necessary to the line manager. Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.

Administration / Computer Support the development of data and information management systems. Gather and accurately collate data and information from a variety of sources relating to service performance at team level. Use the patient records system to scan patient related information and attach to patient records. Print out monthly reports to support practitioners.

Participate in audits and surveys as necessary. Provide support in the development of audit reports. To undertake general clerical duties including but not limited to the collection and distribution of mail, photocopying, scanning, processing referrals and electronic tasks and answering the telephone. Establish and maintain electronic and manual filing systems including scanning documents to electronic systems.

Action all mail in the electronic mailbox for the service in line with agreed procedures. Provide support & assistance to include managing diaries, utilising Microsoft calendar, schedules & screening of emails. Arrange and coordinate meetings ensuring that meeting rooms and necessary equipment are booked, and refreshments are catered for. Draft agendas in preparation for distribution in a timely manner.

Arrange and take minutes at meetings. Produce accurate letters to families. Establish and maintain effective local clerical systems, including updating service rotes, databases and arranging appointments. Ensure the use of the safe and well tracking policy.

Report missing staff/staff who have failed to report for duty to line manager when required. Monitor servicing/calibration renewal dates of equipment, ensuring that the appropriate person is notified to arrange servicing/calibration as and when needed. Monitor stock levels such as stationery and equipment, ensuring that the appropriate person is notified to re-order items as required. Maintain a local asset register and details of equipment on SystmOne.

To work with Nottinghamshire Safeguarding Board and organisational Safeguarding child and adult policies and procedures. To be proactive in identifying concerns and promptly escalating concerns to a senior member of the team. Professional To demonstrate continuous personal development and maintenance of competencies required for the role. To work within National and organisational policies including Health and Safety.

To always conduct oneself in a corporate and professional manner at all times. General Office/Team support To promote effective team working through the sharing of knowledge and information and the encouragement of a supportive environment. To manage own workload efficiently and effectively prioritising work appropriately. Responsible for the safe use of equipment and demonstrating it to new employees.

To undertake any other duties which may be reasonably required within the remit of the role.