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Job description

An exciting opportunity has arisen within the busy General Paediatrics Admin Team at Sheffield Children’s NHS Foundation Trust.

This post is permanent, 30 hours per week with the potential to increase to 37.5 hours, supporting the General Paediatrics' team in providing an effective and efficient administrative support service to the clinical teams, maintaining robust systems and processes are in place for administrative management of the patient pathway.

You will be a competent touch typist who will provide an efficient audio typing service to ensure that clinical correspondence and all associated actions have been actioned to ensure smooth progress throughout the patient pathway in line with clinical requests.

You will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion.

• Provide a high quality clinical typing / transcription service.
• Provide a high quality administrative support service.

You must possess excellent organisational and interpersonal skills and be flexible and conscientious with the ability to liaise with staff of all levels throughout the hospital and to the wider Trust, as well as parents/guardians and GPs dealing effectively and efficiently with telephone enquiries. This post primarily requires you to produce dictated correspondence using both audio and digital transcribers.

Working under the direction of the Team Leader, you should also be capable of using your own initiative. You will be required to adopt a flexible approach and must enjoy working as part of a mixed skilled team.

Please ensure that you explain clearly how you meet the essential and desirable criteria in your application.

Sheffield Children’s is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction for the Trust in our vision “to create a healthier future for children and young people.”

• Outstanding patient care
• Brilliant place to work
• Leader in children’s health

Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.

• Type dictation from handwritten notes/audio, of clinical letters, and general correspondence – including administration. Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
• Communicate electronically with secretaries regarding outcomes to be actioned from typing to ensure 18 week targets are met or any other direct instructions from the consultant are communicated.
• Check patient appointments/waiting lists/ tests are booked as dictated by the consultant. Escalate any issues that need resolution partially in line with 18-weeks.
• Send out correspondence and up load final clinical letters into EDMS once agreed by Consultant. Deal with own corrections.
• Be able to prioritise workload with the support of the supervisor.
• Ensure any dashboards recording typing turnaround are updated daily.
• Ensure the Secretarial Team Leader is made aware of any outstanding actions on patient’s pathways (ie outstanding appointments, investigation requests) to support patients care and achievement of waiting time targets.
• Update RTT in accordance with Trust guidelines. Assist the administration and clerical team with data base management utilising PAS and other databases.
• Liaise with line manager to determine priority of providing cover for secretaries during their periods of absence.
• Ensure all correspondence is dealt with, by reading, assessing, prioritising and escalating any necessary action on behalf of the consultant to the Secretarial Team Lead when required. Scan all correspondence into EDMS when completed and shred remaining paperwork at an agreed endpoint.
• Deal with simple telephone calls from parents regarding queries about their child.eg checking appointments . If the query is more complex. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant/medical/nursing staff are contacted as appropriate. Escalate any complex / distressed parents telephone calls to the appropriate team member.

Information and PAS

• Filing of investigations and correspondence in to EDMS.
• Use of the Patient Administration System to check and update patient information.

General

• General office duties: • Photocopying
• Faxing
• Answering telephones
• General filing
• Tidying the office
• Dealing with incoming post and distributing to appropriate

Inclusive Recruitment & Selection

We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.

We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: [email protected]

We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Children’s being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert [email protected]

Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

• Compassion – leading by kindness and showing empathy, understanding and respect
• Accountability – striving to do the right thing and owning responsibility
• Respect – value differences, tackling inequality and fostering a culture of inclusion
• Excellence – delivering a high-quality standard of care