Personal Assistant/Coordinator

Job Details

This is a permanent post. The hours are part time, 30 hours per week, and the role is within the Integrated Children in Care Service. You will work as part of a supportive administration team that prioritises staff wellbeing and collaboration to deliver high‑quality service to children, young people and partner agencies.

Responsibilities

• Help ensure statutory timescales are met and produce accurate, high‑quality medical reports.
• Proactively monitor workloads, maintain service databases, support audits and performance reporting, and contribute to continuous improvement of service processes.
• Organise and coordinate clinics and appointments, manage referrals and associated paperwork, and ensure medical reports progress within statutory timescales.
• Pre‑populate reports using information from various clinical systems, monitor workflow, identify potential delays, and resolve or escalat(ed…) issues to maintain efficiency.
• Act as the first point of contact for social care and partner agencies, building effective working relationships with social workers, GP practices, local authorities and NHS organisations within and outside Gloucestershire.
• Organise and attend regular liaison meetings with Children’s Social Care, manage the team’s shared inbox, maintain accurate databases for performance monitoring and commissioner reporting, support audits and service improvement initiatives, and monitor action plans to ensure completion within required timescales.
• Create and maintain accurate electronic child records within agreed Trust timescales, oversee the service’s online filing systems, ensure records are managed in line with organisational policies and information governance requirements, monitor stock and office supplies, and maintain equipment as required.

Qualifications and Skills

• Highly organised, proactive and confident in managing competing priorities.
• Excellent communication skills and strong attention to detail.
• Ability to build effective working relationships and handle sensitive, complex information with professionalism and discretion.

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