Speciality PA for Child Death Review Team
Closing date: 07 June 2026
Main duties of the job
Responsibilities include notifying child deaths on the National Child Mortality Database platform (eCDOP), maintaining and developing a spreadsheet of all deaths, and supporting the work of the Designated Doctors for Child Deaths (DDCD), lead nurses, and the nursing team.
Duties also involve managing a rota, receiving, recording and distributing correspondence, handling administrative systems alongside another SPA, arranging regular and ad‑hoc meetings, and preparing clear and concise notes and minutes. Support with report writing and data analysis/presentation is also required.
This role is undertaken by hybrid working: office work at Queens Medical Centre, occasional work at Kingsmill Hospital, and some home working.
The employee will consistently demonstrate behaviour that aligns with and actively supports the Trust values.
Responsibilities
Provide personal administrative support to the Child Death Review Team.
Liaise with consultants, health professionals, police, the coroner, social care, and other external agencies as a key contact.
Manage diaries, prioritise appointments, and rearrange meetings when necessary to optimise time usage. Ensure meeting purposes are clearly stated.
Coordinate diaries of senior staff, book venues, send Microsoft Teams invites, and organise refreshments and presentation aids.
Handle additional administrative work for team members.
Send and receive email, prioritise actions, and maintain awareness of issues needing team attention.
Operate a bring‑forward system to ensure timely follow‑up of issues.
Assist in preparing reports, presentations, and data for the team.
Maintain an efficient SharePoint and electronic filing system.
Update information systems such as checklists, circulation lists, and regular meeting dates.
Contribute information to the National Child Mortality Database (eCDOP) by submitting notification forms, sending electronic links to healthcare professionals, and producing data.
Support Child Death Trigger submissions on the Datix system.
Notify local health professionals and electronic health systems of a child's death.
Demonstrate confidence and professionalism when dealing with people.
Check reports, agendas, and minutes for accuracy, ensuring confidentiality.
Take notes and minutes at meetings, highlighting key discussion points while using Microsoft Teams tools and AI software.
Be aware of the organisational structure within Nottingham University Hospitals, Sherwood Forest Hospitals, and external agencies such as the ICB.
Maintain web pages as required.
Collate and distribute documents for Child Death Review Team meetings.
Serve as the central contact point for administrative purposes required by the service.
Use health electronic systems to retrieve information as necessary.
Work effectively with other PAs to ensure cross‑cover for holidays and absences, delivering work on time.
Collaborate with the Child Death Review Team to meet service specifications.
Training & Qualifications
* 4 GCSEs (or equivalent) including English and Maths
* NVQ level 3 in administration (or equivalent)
* ECDL or equivalent ICT qualification
* RSA III word‑processing/text‑processing (or equivalent)
Experience
* Minimum of 2 years of secretarial or administrative experience
* Audio typing experience
* Minute‑taking experience
* Proficiency with Microsoft Office and Microsoft Teams, including Excel spreadsheets
* Experience handling sensitive, emotive and confidential information
* Evidence of working in integrated, multi‑agency environments
* Knowledge of National RTT targets
* Knowledge of medical terminology
* Previous NHS experience
* Knowledge of hospital IT systems such as Careflow, Notis, Integra, and Supply Chain
* Knowledge of SharePoint and AI‑powered tools for meeting recordings and minutes
Communication and Relationship Skills
* Clear verbal and written communication of information
* Ability to compile letters, forms, reports, and tables using computerised technology
* Friendly and professional telephone manner
* Maintain confidentiality, sensitivity, and empathy in communication with patients and colleagues
* Ability to motivate, coach, and mentor team members
Analytical and Judgement Skills
* Use judgement to make decisions and solve problems or enquiries
* Use resources cost‑effectively
* Work in line with organisational targets and objectives
* Remain calm and cooperative under pressure or in uncertain situations
Planning and Organisation Skills
* Organise own work schedule
* Effectively manage time and display initiative
* Work within prescribed deadlines
* Prioritise workload
* Delegate and organise work for others
Physical Skills
* Frequent use of VDU equipment
* Frequent sitting at a keyboard
* Ability to travel off site to various venues as required
Other Requirements Specific to the Role
* Demonstrate prompt timekeeping and good attendance
* Show enthusiasm and a conscientious approach to work, encouraging others
* Manage tasks involving reading, hearing, and dealing with distressing child deaths
Commitment to Trust Values and Behaviours
* Demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check to screen for previous convictions.
#J-18808-Ljbffr