Job summary
- Main area
- Child Health Information Service
- Grade
- NHS AfC: Band 2
- Contract
- Fixed term: 6 months (Ends in March 27)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 828-PROVIDE3682
- Employer
- Provide CIC
- Employer type
- NHS
- Site
- Child Health Information Service
- Town
- Dorchester
- Salary
- Dependent on experience
- Closing
- 17/10/2025 23:59
Employer heading
Administrative Assistant Dorset CHIS
NHS AfC: Band 2
Job overview
This position is based in Poundbury, Dorchester, Dorset.
Administrative Assistants within the Child Health Information Service work as part of a team to provide an efficient, effective, high quality and customer focused administrative and data input service which supports the delivery of health services to children and young people aged 0-19.
To ensure services objectives are met and that data quality is continuously improved.
Main duties of the job
• Request sharing of electronic records in a timely manner, process in accordance with procedure and share with appropriate health care professional.
• Input all data information onto the Child Health Information System in accordance with procedures, always ensuring accuracy.
• Process demographic updates in a timely manner and in accordance with procedure.
• Liaise with the Safeguarding Department as appropriate and ensure documentation is forwarded to the relevant health care professional in a timely and efficient manner.
• Ensure all work is undertaken in line with Caldicott principles and the Data Protection Act.
In times of colleague’s absence or heavy workload, ensure work is prioritized and undertaken appropriately.
• Ensure all work is undertaken in line with Caldicott principles and the Data Protection Act.
In times of colleague’s absence or heavy workload, ensure work is prioritized and undertaken appropriately
Working for our organisation
Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.
We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.
A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
Vision: Transforming Lives
Values: Care, Innovation and Compassion
Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.
Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+, Ethnic Minority and Men’s Networks.
We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.
Detailed job description and main responsibilities
• Request sharing of electronic records in a timely manner, process in accordance with procedure and share with appropriate health care professional.
• Run system reports as required to ensure information is gained so that data is accurate and complete.
• Input all information onto the Child Health Information System in accordance with procedures, always ensuring accuracy.
• Process demographic updates in a timely manner and in accordance with procedure.
• Liaise with the Safeguarding Department as appropriate and ensure documentation is forwarded to the relevant health care professional in a timely and efficient manner.
• Deal with telephone enquiries in a prompt and professional manner and escalate those which require input from the Child Health Team Leader.
• Undertake scanning, photocopying, sorting and distribution of mail as required and in accordance with Provide’s Policy.
• Work independently and as part of a team to ensure timescales are met.
• Work independently and as part of a team to identify work/tasks/procedures which may need reviewing and bring to the attention of the CHIS Team Leader.
• Ensure all work is undertaken in line with Caldicott principles and the Data Protection Act.
• In times of colleague’s absence or heavy workload, ensure work is prioritized and undertaken appropriately.
• Any other duties required as delegated by the CHIS Team Leader or Deputy Team Leader
• Receive migration reports from Schools and Immunisation Team and input child data in accordance with procedures. Liaise with School Nurses as appropriate.
• Scan and maintain electronic records/documentation in accordance with Provide’s Policy and Child Health procedures.
• Input vaccination and health data in accordance with procedure.
• Participate in the weekly immunisation run. Process returned Clinic Lists and input immunisation details onto the Child Health Information System in accordance with procedure. Follow up all immunisation queries with the appropriate GP Surgery. File Clinic Lists.
• Participate in undertaking the registering and processing of new births.
• On a daily basis, receive electronic Blood Spot results from the laboratory and upload or input in accordance with procedure. Run system reports to an agreed timescale, liaising with health care professionals as appropriate.
Person specification
Experience
Essential criteria
- Exam Grades 5 GCSE or Equivalent
Desirable criteria
- Grades 1 to 3 or A to C
Experience
Essential criteria
- Previous Admin Experience
Desirable criteria
- Previous NHS Admin Experience
Qualifications
Essential criteria
- Qualification in Word and Excel
Desirable criteria
- Experience of SystmOne Computer system
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Tracey Coulson
- Job title
- Area Lead
- Email address
- [email protected]
- Telephone number
- 07580913161
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