Health Visiting Clerical Assistant - South Health Visiting Teams
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society.We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
Health Visiting Clerical Assistant
Part-time post (30 hrs) within South Health Visiting Teams (Kingsway, Kenilworth, Lillington and Warwick)
An exciting opportunity has arisen to join the South Health Visiting teams in providing a range of administrative and clerical duties as delegated by the Line Manager, the Health Visitors and the Community Nursery Nurses. The role is varied and challenging and applicants will need to demonstrate their ability to work as part of a large team and also independently in order to support the Health Visiting teams to deliver their services.
The role is 30 hours
If you possess excellent communication, organisational and IT skills, work well in a team & can meet deadlines successfully this position could be for you.
You should be:
- Able to demonstrate a good basic education
- English Language GCSE pass (or equivalent)
- Good level typing
- Working knowledge and experience of Microsoft Office packages
- An ability to learn and adapt quickly and use initiative
- Working knowledge of patient administration systems / Lorenzo is an advantage but training will be given.
Travel will be required to access training and or to liaise / work with other local teams.
Closing date:
Main duties of the job
The Health Visitor Clerical Assistant (HVCA) will ensure that tasks are completed in a professional manner. Tasks will include taking telephone calls and liaising with parents/carers and professionals on behalf of the Health Visiting team, achieving timely and effective communication for the team with the use of e-mails and messaging systems, the maintenance of the teams electronic resources, ordering of stationery, using the local Electronic Patient record (EPR) to manage workflow on behalf of the team/s
To work under the supervision of the EPR Clinical Lead and Team Clinical Lead, both directly and indirectly, and follow departmental SOP’s.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
Managing EPR to include registering births to the health visiting service, allocating to the caseload, creating charts, creating appointments, scanning and uploading documents and discharging from the service. Contributing to the contemporaneous recording in the client’s record.
Taking and relaying messages in an accurate and timely manner.
Input and manage electronic diaries for multiple teams members. To include arranging meetings and being able to rearrange diaries at the last minute.
To take minutes as required.
To formulate databases and create and manage excel spreadsheets, submitting accurate data as requested, in specified formats and to tight deadlines. This includes completing databases for other services as requested.
Participate in audit and risk assessments as required.
To arrange venues and send out appointments on behalf of the service practitioners. Re-arrange and cancel appointments on behalf of the Practitioners.
Report any faulty equipment within the office or clinic areas to the appropriate service/division e.g. estates/IT
Maintenance of safe and efficient filing systems ensuring the security and confidentiality of records is in accordance with trust policies and procedures for record keeping and data protection.
Have a good working knowledge of Microsoft office (word, excel, teams, outlook). Be IT competent and willing to learn local IT systems as required.
Ordering of any leaflets and literature as needed. Emailing clients or other professionals’ information as requested by the practitioner.
Responsible for ordering and maintaining local stocks of equipment and stationery using the electronic ordering system, gathering quotes as required.
To develop and use skills of observation and recognise any significant changes in client circumstances and behaviour and to report any concerns immediately back to the Health Visitor or Line Manager.
To have a good understanding of current Child Protection guidelines and procedures in accordance with Warwickshire Children’s Safeguarding Board. Attend annual training updates.
To undertake mandatory training, and service specific training as required maintaining skills and competencies. To work within the remit and scope of the job description. To input annual leave and training request on electronic system in a timely manner.To participate in regular 1:1 clinical supervision and appraisals with the EPR Clinical Lead.
To work effectively as a HVCA team member supporting other staff as required.
This role may require working in collaboration with other HVCA's or independently. Some agile working may be possible, with a line manager available for reference as needed.
May be required to maintain and update team social media channels.
To be first line of contact for service users, supporting distressed parents as required and ensuring escalation to the Health Visitor.
Person specification
Qualifications
Essential criteria- Good standard of education. (GCSE or equivalent)
- NVQ relevant to post
Experience
Essential criteria- Previous, recent administration experience
- Experience of Microsoft Computer packages inc. Word, Excel
- Previous experience with babies, young children and families in the last three years
Skills
Essential criteria- Demonstrate good organisational skills and be able to maintain office systems
- Demonstrate competence in IT systems
- Ability to work unsupervised and manage own workload and meet short deadlines
- Ability to work to a high standard despite frequent interruptions
- Able to use own judgement and make safe decisions within boundaries of role
- Must be willing, after training, to undertake clinical tasks which assist professional staff, e.g. weighing of babies and be willing to undertake further training as required
- Must be able to demonstrate the importance of maintaining confidentiality of client information
- Must have an understanding of Child Protection principles and willing to undertake mandatory Child Protection Training
Personal Qualities
Essential criteria- Good interpersonal skills and be able to communicate effectively, including a good telephone manner and message taking skills
- Able to work calm and confidently under pressure
- Must be able to demonstrate an understanding of equal opportunities and anti- discriminatory practice in the workplace
- Must be able to work as an effective member of a team supporting other members of the Health Visiting team
- Must be caring, compassionate, effective and trustworthy, and work by the Trust values
Other
Essential criteria- Must be able to meet the travel requirements of the role
- Must be willing to complete the NHS Care certificate
- Must be willing to work flexibly within working hours of 9am-5pm Monday to Friday
- The post holder may be required to undertake some moderate lifting and handling
IMPORTANT INFORMATION
Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.
The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).
Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.
We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.
Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.
South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.
All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.
The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.