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Detailed job description and main responsibilities

Main Duties and Responsibilities

1. Provide administrative support to the Healthy Child Programme clinical team within Cambridgeshire, sending communications to colleagues within Cambridgeshire, photocopying and other general administrative duties.
2. Administration of the locality allocation case management meeting(s), including sending letters to services users updating SystmOne health records, actioning tasks, making appointments etc.
3. Answering Single Point of Access (SPA) telephone calls from service users, the team, and other professionals. Responding appropriately, sending tasks via SystmOne to the relevant task group.
4. Administration of the Cambridgeshire SystmOne units including accessing and updating SystmOne health records, monitoring tasks, setting up rotas, electronically attaching documents to service user health records on SystmOne.
5. Receiving and processing telephone calls, emails, correspondence, and other forms of contact from service users and professionals, handling these as required, to co-ordinate care according to agreed protocols and pathways. Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed standard operating procedures.
6. Recording details of all contacts with service users and other professionals using SystmOne and other systems as appropriate.
7. Completing administration tasks on SystmOne, including registering antenatal notifications, accepting electronic referrals, booking visits for Health Visitors, School Nurses, Staff Nurses, Community Nursery Nurses and Assistant Practitioners as required, e.g., new birth visit and development checks., managing SystmOne task box, updating service user information.
8.  Monitoring and ordering of stock and other items as required.
9.  Booking interpreters as requested by clinicians and following up bookings as required
10. Attending and participating in the daily planning meeting, admin meetings and any other relevant meetings Microsoft Teams or Face to Face. Occasional minute taking. 

Communication

1. Acting as first point of contact for service users and professionals and providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions.
2. Using tact and diplomacy to de-escalate emotive situations.
3. Acting in accordance with the Trust’s complaint procedure where required.
4. Communicating positively with service users and their families, ensuring that all communications are appropriately directed.
5. Maintaining positive relationships and communicating with colleagues within the locality team.
6. The post holder will be required to handle sensitive information, such as staff personnel files, in a confidential manner.
7. Providing and receiving routine information from the following.
   i.    Managers at all levels throughout Cambridgeshire Community Services NHS Trust (CCS)
   ii.    CCS employees
   iii.    Service users
   iv.    Contribute to CCS internal communication strategies effective two-way communication and engagement within the organisation.

People Management

1. Maintaining own professional development and requirement to take part in appraisal.
2. Demonstrating their own work practices to administrative staff new to the service.

Clinical and Practice Governance

1. Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
2. Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken regarding the Trust Information Governance and Information Security policies.
3. The post holder must adhere to the Trust risk assessment and risk management processes
4. The post holder must adhere to infection control policies and procedures
5. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
6.  The post holder must participate in clinical and safeguarding audits as required
7.  The post holder is required to participate in relevant emergency preparedness process for their team.

General

Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizen’s health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.

Those most in need of protection include:

1. Children and young people
2. Adults at risk, such as those receiving care in their own home, people with physical, sensory, and mental impairments, and those with learning disabilities

The post holder must, at all times, carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable to respond to other duties that may be required from and adapt to the changes and developments within the Trust