Child Health Senior Administrative Assistant

Child Health Senior Administrative Assistant

The Senior Administrative Assistant provides comprehensive administrative and data support to the Child Health Information Service (CHIS) across Hull, East Riding and Northeast Lincolnshire, supporting the delivery of national child health programmes including immunisations and screening.

Working as a senior member of the administrative team, the post holder will undertake more complex data processing and validation tasks, support call and recall systems, respond to detailed enquiries from healthcare professionals and parents/carers, and assist with the monitoring of data quality and performance standards.

The role includes providing day-to-day guidance to Band 2 staff, supporting workflow coordination, and ensuring adherence to standard operating procedures, information governance, and safeguarding policies. The post holder is expected to work independently within established procedures, prioritise workload effectively, and contribute to continuous service improvement to support positive health outcomes for children and young people.

Main duties of the job

Accurately process, validate and maintain complex child health records on electronic information systems.Monitor and support call and recall systems for immunisations and screening programmes, ensuring performance targets are met.Investigate and resolve data discrepancies, escalating issues where necessary.Respond to detailed or non-routine enquiries from healthcare professionals, parents/carers and partner organisations.Provide day-to-day guidance and support to Band 2 administrative staff, assisting with training and induction where required.Allocate and prioritise team workload to ensure deadlines and service standards are achieved.Support data quality audits and contribute to performance reporting as directed.Prepare and distribute correspondence, reports and information in line with service procedures.Ensure compliance with information governance, data protection, confidentiality and safeguarding policies.Identify areas for service improvement and contribute to the development and review of standard operating procedures.Liaise with GP practices, health visitors, screening teams and other stakeholders to support accurate and timely information sharing.Work independently within established procedures, using initiative to resolve routine operational issues.

About us

We are an award winning and CQC rated good health and social care Trust delivering integrated services across Hull, East and North Yorkshire. Find out more on our website

We are a forward thinking and dynamic Trust with a real commitment to staff development. We value our colleagues and invest in them to ensure they have the right skills to deliver outstanding care.

We are proud to score above or equal to the average for all NHS People Promise theme areas demonstrating our commitment to improve the experience of working in the NHS for everyone. Wherever you work we know you will receive a warm welcome and all the support you'll need to get you started.

We recognise the positive value of diversity and promotes equality whilst challenging discrimination. We welcome and encourage job applications from people of all backgrounds.

Work life balance is about having influence and flexibility over when, where and how you work. If the work pattern for this role does not meet your needs, we welcome an application and are happy to discuss working arrangements that differ from those advertised.

We offer a unique range of benefits that go above and beyond other NHS Trusts including an enhanced leave package and health and wellbeing support.

From city to countryside, market towns to moors you'll find a place to call home including some of the most affordable places to live in the UK.

Find out more and search live jobs.

Job responsibilities

The Senior Administrative Assistant provides comprehensive administrative and data support to the Child Health Information Service (CHIS) across Hull, East Riding and Northeast Lincolnshire, supporting the delivery of national child health programmes including immunisations and screening.

Working as a senior member of the administrative team, the post holder will undertake more complex data processing and validation tasks, support call and recall systems, respond to detailed enquiries from healthcare professionals and parents/carers, and assist with the monitoring of data quality and performance standards.

The role includes providing day-to-day guidance to Band 2 staff, supporting workflow coordination, and ensuring adherence to standard operating procedures, information governance, and safeguarding policies. The post holder is expected to work independently within established procedures, prioritise workload effectively, and contribute to continuous service improvement to support positive health outcomes for children and young people.

• Accurately process, validate and maintain complex child health records on electronic information systems.
• Monitor and support call and recall systems for immunisations and screening programmes, ensuring performance targets are met.
• Investigate and resolve data discrepancies, escalating issues where necessary.
• Respond to detailed or non-routine enquiries from healthcare professionals, parents/carers and partner organisations.
• Provide day-to-day guidance and support to Band 2 administrative staff, assisting with training and induction where required.
• Allocate and prioritise team workload to ensure deadlines and service standards are achieved.
• Support data quality audits and contribute to performance reporting as directed.
• Prepare and distribute correspondence, reports and information in line with service procedures.
• Ensure compliance with information governance, data protection, confidentiality and safeguarding policies.
• Identify areas for service improvement and contribute to the development and review of standard operating procedures.
• Liaise with GP practices, health visitors, screening teams and other stakeholders to support accurate and timely information sharing.
• Work independently within established procedures, using initiative to resolve routine operational issues.

Person Specification Qualifications and Knowledge

• Advanced keyboard skills: RSA/OCR III or equivalent/Advanced ECDL
• 3 or more GCSE/O levels which must include English and Maths
• 'A' Level/BTEC Diploma/NVQ3 Business Administration/Customer Service or equivalent experiential learning OR demonstrable experience within A&C field at Advanced level
• Care certificate or willingness to undertake
• Advanced EDCL

Experience

• Demonstratable experience of practice and procedures relevant to the area of work.
• Experience of preparing agendas and papers and writing minutes.
• Knowledge and experience of IT systems, including Microsoft Office applications.
• Experience of inputting data into systems and maintaining records.
• Experience of using Trust IT Systems - e.g. Lorenzo, ESR, Oracle.
• Experience of use of Microsoft Teams.

Skills and Competences

• Able to plan and prioritise effectively
• Good telephone manner
• A team player
• Ability to motivate others
• Ability to demonstrate ethical values and attitudes within a culture of equality and diversity
• Confidential and trustworthy
• Ability to commute effectively between the various sites with access to appropriate means of transport is essential
• Working knowledge of wider health or social care systems, processes, policies and procedures.
• Interest or experience in working in relevant area.

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.

Child Health Information Service Manager