Administrative Assistant Dorset CHIS

Main area Child Health Information Service Grade NHS AfC: Band 2 Contract Fixed term: 6 months (Ends in March 27) Hours Full time hours per week Job ref 828-PROVIDE3682-A

Employer Provide CIC Employer type NHS Site Child Health Information Service Town Dorchester Salary Dependent on experience Closing 10/12/2025 23:59

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

*FURTHER INFORMATION:
How will we contact you?*

• All correspondence for this post will be by email or text messaging. Please register for text messages on your TRAC account. Applicants are advised to check their email accounts regularly to ensure that email filters are set to allow our mails.
• As we often have many applicants for jobs at Provide, we regret that we will only be able to contact those external applicants who are shortlisted for interview. Therefore if you have not heard from us within 2 weeks of the closing date, then please assume you have not been shortlisted for interview on this particular occasion. Internal candidates who are unsuccessful can seek feedback from the recruiting manager.
• If you wish to contact the Recruitment Team, please do this via
• If you wish to contact the Recruiting Manager about the vacancy/role or for feedback after interview, their details are provided within the advert.

Checking progress on your application?
To check progress on your application, please log into your
TRAC
account. We aim to keep you updated on the status of your application as soon as we can.

Closing Date
Provide reserves the right to close this vacancy at any time or bring forward the closing date should it have an overwhelming response. We therefore encourage an early application to ensure consideration for this post.

Professional UK clinical registration required for the role?
If we require you to hold UK professional clinical registration to undertake a role we appoint you to, Provide will pay for your registration during the first year of your employment.

COVID-19 Vaccination
Provide CIC continues to encourage all colleagues to ensure they have been double vaccinated and received a booster vaccination.

We recognise taking the vaccine provides the best defence against COVID 19 for our patients, service users, customers, fellow colleagues, and their families.

Anti Fraud
Our staff have been trained in 'Anti-Fraud' and will use technology to examine identity/immigration documents.

Disability
If you have a disability and need assistance or more time to complete your application or attending interview, please contact a member of the HR Services Team on or

Work Trials
Please check with your local Job Centre Plus to see if you are eligible for a Work Trial. If you are interested in trying this job first, please contact the HR Services team and we can help you make the arrangements with the Job Centre and the Recruiting Manager.

We are committed to equal opportunities, flexible working practices and the National Living Wage.

*Successful Applicant:*
You will be required to bring all your documentation to your interview to show the recruiting manager and again at your pre-employment appointment with the Recruitment Co-Ordinators.

The information that you provide will be treated confidentially. If you fail to provide all of the information, Provide may not be able to fulfil our contractual obligations to you or may be prevented from complying with our legal obligations.