Job summary
- Main area
- Obstetrics
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 190-7962-DIR
- Employer
- Sheffield Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Jessop Wing
- Town
- Sheffield
- Salary
- £22,816 - £24,336 pa/pro rata for part time staff
- Salary period
- Yearly
- Closing
- 06/08/2024 23:59
Employer heading
Senior Clerical Officer - Maternity Safeguarding Admin Team
NHS AfC: Band 3
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
The post holder will provide a high standard secretarial service to the Safeguarding Midwifery Team. They will ensure effective and efficient maintenance of the admin systems, processes and procedures and will supervise and co-ordinate the workload of the administrative team.
Main duties of the job
- To provide administrative support to the Maternity Safeguarding Midwifery team who are responsible for coordinating the multi-agency care provided to Vulnerable Women during pregnancy.
- Effectively prioritise a wide ranging workload ensuring the confidentiality of patients is maintained at all times.
- Check and maintain the Safeguarding Team and NHS e-mail accounts in line with the defined standard operating procedure whilst using judgement about the urgency of cases and the need for proactive escalation of information.
- Search the Jessop Maternity Information System (JMIS) to see if the information relates to women for whom we are already providing care. Where the patient is known, distribute the information to appropriate member of the clinical team coordinating their care.
- Input new referral information into JMIS and establish a folder on the shared Specialist Midwifery Team drive.
- Add safeguarding alerts to the Patient Administration system.
- Manage outgoing letter and e-mail communications for members of the clinical team.
- Organise meetings, arranging a venue, catering, agendas, and papers. Take minutes and produce an accurate timely draft copy the minutes for approval by the meeting chair.
- Answer the phone and record and pass on messages in line with their urgency. In addition, check and recall voicemail messages passing the information on in a timely manner
Working for our organisation
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
The Directorate of Obstetrics, Gynaecology and Neonatology is based at the Jessop Wing which is linked to the Royal Hallamshire Hospital. The maternity unit has over 5800 births per year and is a Regional Tertiary Maternity Service with a Level 3 Neonatal Unit of 44 cots. A tertiary Gynae-Oncology service and a changing Gynaecology Service, which includes an Assisted Conception Unit, complete the services within the Directorate.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Qualifications
Essential criteria
- Educated to GCSE standard including English Language at grade C or above or equivalent qualification/experience.
- OCR II typewriting/word processing qualification or equivalent demonstrable experience
- Level 3 Diploma in relevant subject e.g. Business Administration or Health and Social Care or equivalent demonstrable experience.
Desirable criteria
- OCR III typewriting/word processing qualification or equivalent qualification/experience.
- ECDL
- NVQ/A Level Business Administration
Experience
Essential criteria
- Extensive experience in a secretarial/clerical role working within a busy office.
- Experience in a health or social care setting.
- Working knowledge of Microsoft Office packages
Desirable criteria
- Experience working in a Safeguarding environment.
- NHS Experience
Skills and Knowledge/ Personal Qualities
Essential criteria
- Effective interpersonal and communication skills
- Effective organisational skills and the ability to prioritise workload
- Attention to detail and a methodical approach to work
- Analytical and decision making skills
Desirable criteria
- Knowledge of medical terminology
- Ability to use Excel
- Safeguarding Adults & Children level 1+
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Aimen Martin
- Job title
- Service Co-Ordinator
- Email address
- [email protected]
- Telephone number
- 0114 2268299
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