Job Overview

Healthy Together (health visiting and school nursing service) is a universal service for children and their families offering a range of services from before the baby is born right up to the age of 19.

Administration plays a fundamental part of the service providing responsive and co-ordinated administrative support to the clinical teams within the service. Working cohesively with clinical teams to ensure that a high quality, resource-efficient and cost-effective service is provided to families, young people and children throughout Leicester, Leicestershire, and Rutland.

To provide comprehensive administrative support to a specific service area to harmonise efforts and specialisms of all disciplines/ staffs to achieve effective and efficient service provision.

To plan and organise clinics, rosters, diaries, activities and order products and services that enable effective and efficient use of staff time.

To be responsible for advising, training, supervising, and directing the efforts of other administrative staff within the team.

To ensure that standards of service appropriate to the area of work are met and act and report on any concerns and delays that will affect staff, service, patients or the organisation.

Contact Details

Ajay Patel, Ajay.Patel15@nhs.net, 07747 472846

Job Description Summary (Main Duties And Responsibilities)

• Allocate, supervise and monitor the quality and throughput of work undertaken by administrative support staff within the team as required. Delegate and direct the efforts of the team to work priorities and to meet deadlines.
• Manage and organise own work and that of others to ensure that this can be covered by colleagues effectively in the event of planned and unplanned absence. To provide administration cover to meet additional demands or other circumstances where a service need is created.
• To deal with patient referrals ensuring that they are processed and coordinated within Service specific protocols to assist with the quality of patient care.
• Provide advice and technical support where appropriate to both teams and individual members of staff. Resolve any workload and performance problems, escalating and reporting any matters that cannot be dealt with.
• Implement and maintain office systems to store and record information needed for the smooth running of the team and service.
• Co-ordinate and arrange team and departmental meetings, including taking notes, recording and monitoring progress on agreed actions.
• To coordinate clinical appointment arrangements to plan and organise patient and service activities. This will include notifying individuals e.g. parents and carers of appointments and dealing with changes, cancellations and any additional needs as required. To ensure that planned appointments make best use of time and are confirmed.
• To deal with patient concerns and complaints about service provision, handling these sensitively and in line with organisation process, procedure and policy and escalate concerns, to ensure effective standards of patient service are provided.
• To accurately maintain and keep secure patient health records and systems, whether in electronic or paper format, in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the Data Protection Act 1998.