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Job description

• Responsible for the management of administrative processes with the, Physical Health Service, including Medical Devices and Resuscitation Services ensuring an efficient and effective administrative/secretarial/reception provision to the Service area to ensure service delivery in partnership with local management teams
• This position involves the supporting of other administrators and the ability to manage their own workload on a day-to-day basis and act independently to action and prioritise work to meet deadlines.
• Management and monitoring of service area performance objectives and targets via the formulation and implementation of effective in-house systems to ensure accurate capturing of data/record keeping and to revise as and when the need arises ensuring the use of data quality reports.
• PRINCIPLE DUTIES AND RESPONSIBILITIES

1.1 To ensure provision of a comprehensive administrative management service to teams this includes preparation of the Committee reports, Medical Devices group and Resuscitation services including correspondence and documentation, and related filing, faxing, and photocopying.

1.2 To ensure maintenance a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies

1.3To ensure coordination and the collection of and update of patient information on files and on databases systems ensuring data quality is monitored and any concerns raised.

1.4To over see general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.

1.5To ensure administrative support to team for presentations including setting up of equipment, providing handouts and refreshments as appropriate

1.6 To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered

1.7 To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.

Our mission is to make a positive difference to people’s lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers and in their relationships with colleagues in the Trust and our partner organisations.

• Communications

2.1To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.

2.2To provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.

2.3 To ensure adequate systems and processes are in place for communication to and from team members. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.

2.4 To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.

2.5 To have the ability to remain calm and sensitive in difficult and stressful situations

Project management and service development:
3.1To provide project support the team with global and national initiatives, such as World hand hygiene day, or Medical Devices roadshow.

3.2 Maintain intranet page, and to maintain and update the audit databases

3.3 Oversee administrators manating the link practitioner contact databases.

3.4 Organising training events, including room bookings of venues, distributing agendas and taking minutes for meetings following up any actions as appropriate.

3.5 Assisting senior managers in formulating service plans which reflect the needs of the service area.

3.6 In conjunction with senior managers, update all documents, timetable, leaflets and posters for the unit.
1. Financial responsibilities

5.1 To complete invoicing of administrative activity and other service area expenditure, ensuring procedures and standing financial instructions are adhered to within agreed deadlines.

5.2 To identify IT hardware and software requirements and to ensure procurement (within budget) and installation

5.3 Responsible for budget monitoring administration expenditure, reporting issues the lead nurse and proactively supporting savings targets, making appropriate recommendations.

5.4 To support other senior staff in the service area in the use of Oracle and budget monitoring sheets.

5.5 To act as authorized signatory for, Administrative and Clerical Time sheets, stock and supplies as required.

5.6 To be the first point of contact for administration queries on invoices for external contractors.

5.7 To access and monitor spreadsheets to resolve inconsistencies in invoices and follow up payment queries.

5.8 To problem solve and liaise with procurement to clarify queries and follow up as appropriate

5.9 To feedback and escalate concerns to team managers wherever there are delays in payment that can affect service delivery.