Band 3 Children's Community Nursing Administrator

Detailed job description and main responsibilities

1. To provide a comprehensive clerical service in line with the department procedures and other relevant procedures, ensuring that the work is customer focused, timely and of a high quality.
2. To take messages and use initiative to respond to queries on behalf of the team members and leaders of the Children’s Nursing and Palliative Care Teams.
3. To pass on information to team members which may be of a complex or sensitive nature and to assess the urgency of the call and seek appropriate action from team members.
4. To take telephone calls from distressed clients and their families and deal with them in an empathetic manner, using initiative to respond appropriately and ensuring a nurse is notified.
5. To liaise with other professionals on behalf of the team and act as a point of contact for the team to support consistency and effective communication within the service.
6. To communicate with colleagues within and outside the service to facilitate effective team working.
7. To deal with incoming post, fax transmissions and e-mails, passing information to relevant team members and prioritising those requiring urgent or immediate action from the team.
8. To provide a high standard of word-processed letters/documents and reports from both written and verbal sources using Microsoft applications and which may include sensitive/confidential information. To prepare documents for internal/external mailing.
9. To compose letters as requested following discussion with Children’s Community Nursing and Palliative  Care Teams
10. To use Microsoft excel and ESR to assist staff monitoring including sickness and annual leave
11. To collate information and use excel to produce reports and graphs to monitor service levels
12. To input and maintain confidential client records in Microsoft access databases and produce weekly/monthly and adhoc reports
13. To contribute to the maintenance of accurate and comprehensive client records in line with department and Trust policies including confidentiality and data protection. To carry out archiving of such records within Trust policy guidelines
14. To accurately input and file daily diary sheets for team members within Trust time scales. To carry out archiving of such records within Trust policy guidelines
15. To organise the storage of information both on computer and manually so it is easily retrievable
16. To arrange meetings, including venues, documentation and liaison with participants
17. To be responsible for taking and transcribin
18. To be responsible for taking minutes of team meetings within the team and outside the department including case review meetings concerning client care
19. To distribute meeting minutes
20. To contribute to team meetings as required and distribute minutes to all relevant parties
21. To communicate effectively with clients and/or their family to arrange and confirm appointments either by telephone or letter
22. To identify opportunities for service development and improvement and work with the Children’s Community Nursing and Palliative Care Teams to implement these
23. To work with the Children’s Community Nursing and Palliative Care Team to ensure procedures and systems are efficient and effective. To use own initiative to improve and maintain office systems
24. To photocopy, scan, collate and distribute documents as requested
25. To produce monthly staff rotas, collating information from team leaders. To distribute rotas and ensure any amendments are made in a timely and accurate way and communicated to the message service and other professional teams
26. To be responsible for the timely and accurate completion of the monthly turnaround document. 
27. To design posters and assist in production of presentations for team members
28. To participate in co-ordinating induction of new team members in the Children’s Community Nursing and Palliative Care teams including full induction of clerical staff
29. To order, monitor and maintain stock levels within agreed areas of responsibility. To requisition stock and non-stock items and monitor that these have been delivered
30. To demonstrate a commitment to team working with a willingness to be flexible with hour
31. To establish and maintain systems for the management and storage of information adhering to Trust policies and procedures, particularly in relation to confidentiality, health and safety, equal opportunities and data protection
32. To plan, amend and implement policies to aid service improvements
33. To maintain staff information reference folders, training and annual leave request information and other relevant documents accessed by team members
34. To be responsible for maintaining day to day functioning of printers, fax, photocopier and other office equipment ensuring all consumables are stacked in a safe and orderly fashion
35. Responsible for contacting Estates Management to report any faults that have been identified and chasing up on progress when required