Personal Assistant/Coordinator

This is a permanent post. The hours are part time, 30 hours per week.

About the Role

We have an exciting opportunity to join our established and welcoming administration team within the Integrated Children in Care Service. We are proud of our supportive team culture, where staff wellbeing is a priority and colleagues work collaboratively to deliver a high-quality service to children, young people and partner agencies.

Working closely with nurses, medical advisors, social care teams, GP practices, local authorities and NHS organisations, you will help ensure statutory timescales are met and that accurate, high-quality medical reports are produced. You will proactively monitor workloads, maintain service databases, support audits and performance reporting, and contribute to the continuous improvement of service processes.

This role would suit someone who is highly organised, proactive and confident managing competing priorities. Excellent communication, attention to detail and the ability to build effective working relationships are essential, along with the confidence to handle sensitive and complex information with professionalism and discretion.

If you enjoy working as part of a friendly, dedicated team where your contribution makes a real difference to the lives of children and young people, we would love to hear from you.

Key Responsibilities

• Organise and coordinate clinics and appointments, manage referrals and associated paperwork, and ensure medical reports are progressed within statutory timescales.
• Pre-populate reports using information from a range of clinical systems, monitor workflow, identify potential delays, and proactively resolve or escalate issues to ensure an efficient service.
• Act as the first point of contact for social care and partner agencies, building effective working relationships with social workers, GP practices, local authorities and NHS organisations both within and outside Gloucestershire.
• Organise and attend regular liaison meetings with Children's Social Care, manage the team's shared inbox, maintain accurate databases for performance monitoring and commissioner reporting, support audits and service improvement initiatives, and monitor action plans to ensure agreed actions are completed within required timescales.
• Create and maintain accurate electronic child records within agreed Trust timescales, oversee the service's online filing systems, ensure records are managed in line with organisational policies and information governance requirements, monitor stock and office supplies, and maintain equipment as required.