Administration Assistant - Maternity Services
Job summary
The post holder will be a member of the Maternity Services' growing admin team to support midwives and obstetricians with admin and clerical duties.
This role will work closely with the Governance and Bereavement Midwives supporting them to complete reviews and reports in a timely manner, collection and delivery of notes and logging of data onto relevant spreadsheets. The post holder will also support preparation of agendas and minute taking for regular governance meetings. The post holder may be asked to communicate and relay non-clinical information to patients or other external teams.
The post holder will hold IT skills and be able to demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
Main duties of the job
Work collaboratively with the maternity governance team to arrange meetings with families and other healthcare professionals including external organisations.
To be responsible for the Perinatal Mortality Review Tool notifications on behalf of the governance team.
To oversee the daily function of the PMRT tool, including notification surveillance and supporting the team to ensure meetings comply with CNST standards.
Extract data from multiple sources for management of KPIs.
To oversee the daily/weekly function of the bereavement team failsafe process, including monitoring of patient pathways.
Ensuring accurate data for audits.
Respond to external and internal telephone and email queries in a polite and timely manner , support with general enquires, take messages referring to appropriate person.
Collation of agenda items and minute taking for meetings.
Communication with external teams to receive results.
Obtain Medical records.
Organising incoming and outgoing post, referring enquires to appropriate person if necessary.
Support with data collection for audit purposes.
Perform any other reasonable tasks that may be necessary for the efficient running of Maternity Services.
Ensure complaints/comments regarding services/patients are reported appropriately.
Attend relevant training sessions and meetings.
If in a patient facing area greet patients and visitors using the facilities in friendly and professional manner and support and direct them as appropriate.
About us
Our Values
o Vision
We have a plan that will deliver excellent health and care for future generations, working with partners to ensure our services are sustainable.
We make decisions that are best for long term health and social care outcomes for our communities
o Openness
We communicate clearly to our patients, families and our staff with transparency and honesty
We encourage feedback from everyone to help drive innovation and Improvement.
o Integrity
We demonstrate fairness, respect and empathy in our interactions with people
We take responsibility for our actions, speaking out and learning from our mistakes
o Compassion
We take a person-centred approach in all our interactions with patients, families and our staff
We provide compassionate care and demonstrate understanding to everyone
o Excellence
We put quality and safety at the heart of all our services and processes
We continuously improve our standards of healthcare with the patient in mind
Job description
Job responsibilities
Main responsibilities listed above.
See attached job description that provides full details of roles and responsibilities and personal specification for essential and desirable criteria for the role.
Person Specification
Qualifications
- GCSE English
- GCSE Maths
- NVQ Level 2/3 in Business Administration
- Relevant skills in use of Microsoft Word, Excel, PowerPoint, Outlook
Experience
- Experience of working within NHS setting or health care environment
- Experience of working with patients / members of the public
- Administrative and/or secretarial experience
- Experience of working on computers/keyboard
- Use of Microsoft Office packages
- Previous experience of office working
- Experience of working within a maternity setting
- Experience of using trust IT systems
- Experience of failsafe processes and systems.
- Exposure of governance processes.
- Understanding of PMRT
Skills
- Experience of Minute taking
- Good interpersonal and team skills
- Good communication skills, both written and oral
- Good organisational skills, with the ability to organise and prioritise own workload and work to deadlines.
- Ability to work under pressure.
- Able to understand and follow national guidelines.
- Good IT Skills
- Demonstrates a flexible approach to working
- Sound knowledge of Microsoft packages
Values
- Punctual and reliable
- Effective team player
- Ability to self-motivate
- Clearly spoken
- Good use of initiative
- Friendly, supportive and caring
- Prepares ahead and structures work
- Communicates well, using tact and discretion
- Demonstrates professional integrity
- Work flexible hours to ensure deadlines and the service needs of the team are met
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Bolton NHS Foundation Trust
Address
Bolton Foundation Trust
Bolton
BL4 0JR
United Kingdom
Employer's website
http://www.boltonft.nhs.uk/