Operational Neonatal Administrator

Job description

Detailed job description and main responsibilities

Key Responsabilities:

Provide a comprehensive secretarial and administrative service to the Neonatal Services.

Deal with telephone and face to face enquiries, providing information as required.

Type a variety of documents and correspondence, reports, statistical and financial data, presentations from a variety of sources with a high degree of accuracy. This includes extraction of information from spreadsheets and/or production of complex reports and presentations.

In conjunction with senior members of Neonatal services, compile documents in relation to the progress of all issues within their remit for the area, including standard operating procedures and action plans

Assist the multidisciplinary team with surveys, compile statistical returns, audits, and submit reports, take forward the actions required under the direction of the team leads.

Assist with the coordination of reports and updates on a regular basis to relevant other groups.

Sourcing and assisting with the analysis of information secured from a variety of sources

The post holder will be required to utilise Information Technology systems such as:

Personal computers/Laptop computers/iPad

Have a comprehensive knowledge of current software applications e.g. Microsoft Teams, MS Word, MS Excel, MS Access, MS PowerPoint, MS Publisher

Other equipment used include; E-mail, Telephone, Scanner, Projector for presentation purposes

The post holder will be required to work with information from a series of local, regional and national NHS information databases and dashboards to produce accurate reports which can be further interpreted e.g.

Human Resource Information Systems (EOL, Healthroster)

BadgerNet

CMIS

iPM

ICE/Evolve

Information from the EoE Neonatal ODN

Neonatal National Audit Programme (NNAP)

This is not an exhaustive list, nevertheless it is expected that the post-holder will be able to utilise information from these sources to produce ad-hoc reports on a variety of Neonatal related issues.

Accurately interpret medical case notes within the responsibilities of the job role.

File paperwork in patients notes as and when required.

To contribute to awareness sessions to promote the more effective use of information by Clinical Directors, General Managers, and other senior Trust staff.

To ensure compliance with the Data Protection Act, NHS Data Definitions and reporting standard.

To identify own training needs and undertake regular Continuing Professional Development (CPD).

After initial induction, will work on their own initiative within Bedfordshire Hospitals policies and procedures, local guidelines and protocols

Take remedial action as required to resolve any issues or problems under direction and support of the Senior Team.

Be expected to prioritise workload and manage time effectively

Have regular ongoing contact with their direct line manager and annual appraisals

Undertake general office and administrative duties to support the management of the neonatal service and patient care delivery.

Person specification

Qualifications

Essential criteria

• GCSE English or equivalent.
• Experience of minute taking at committee secretarial level
• NVQ Level 3 Business management or equivalent

Desirable criteria

• Degree level in Informatics
• Experience of Quality Improvement projects
• Relevant experience at a secretarial level in a Tertiary NICU

Experience

Essential criteria

• Used to producing analysis in numerical or graphical formats to a high standard with particular focus on the neonatal Service.
• Able to plan, organise and prioritise own work effectively to meet tight datelines.
• Awareness of how to utilise and manage resources.
• Experience in coordinating and managing diary appointments for Senior Team members
• Strong customer service skills, including face-to-face communication with the public/families in sensitive situations.
• Portfolio of leadership attributes

Desirable criteria

• Evidence of working in a demanding and time pressured environment of a Level 3 NICU
• Experience of working at a conceptual as well as at a detailed level

Knowledge

Essential criteria

• Awareness of Safeguarding Children principles in a hospital environment.
• Experience in providing a comprehensive neonatal data entry collection and audit
• Knowledge of standard NHS reporting requirements
• Strong understanding of data security, confidentiality and governance.
• Demonstrate understanding of the importance of non-judgemental behaviour towards service users
• Demonstrate understanding of the importance of reporting any risk matters or incidents.

Desirable criteria

• Demonstrate experience in handling sensitive and confidential information.
• Knowledge and awareness of issues affecting NHS acute hospitals

Skills

Essential criteria

• Good written and verbal communication skills.
• Legible, accurate and concise hand writing skills including use of spreadsheets and/or spc charts for reporting
• Experience in electronic communication (e-mail) and use of the internet.
• Concise and accurate report writing skills
• Ability to process, understand and analyse complex information and produce high quality outputs
• Comprehensive knowledge of current software applications e.g. MS Teams, Word, Excel, Access, Powerpoint,
• Prioritising, planning and organisational skills.

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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