Band 5 Personal Assistant/Business Coordinator

Detailed job description and main responsibilities

Service Coordination:

• To coordinate and organise the Senior Management team within Ophthalmology ensuring diary commitments are met
• To support the Clinical and Operational Management Team in developing and implementing policies and procedures designed to improve the service where applicable
• To adopt and promote a culture of collaborative and cohesive teamwork within the Care Group
• To monitor and maintain quality standards and initiate good office practices
• In the absence of the Ophthalmology Operational Management Team, to deputise and liaise directly with the Ophthalmology teams to support and act as a point of contact for the service
• To facilitate and co-ordinate non-medical recruitment within the service

Communication & Information Resources: (including Governance)

• To lead on the administration of meetings within the service (including governance, departmental and subspecialty meetings), taking minutes, maintaining/updating action logs and disseminating information to the relevant parties.
• Take a proactive approach in planning and organising meetings, conferences and events.
• To be actively involved in maintaining administrative systems, including networked information, electronic messaging
• To be actively involved in preparation of data, presentations and reports using appropriate software packages including POWERPOINT and EXCEL as required
• Typing of general correspondence and reports
• Proactive diary management
• To actively monitor the Ophthalmology PTL and to work closely with the admin teams and admissions to ensure the RTT pathways are followed
• To promote the role and use of information within the Unit/Dept/Care Group responsible for downloading reports to validate
• To have overall responsibility for managing, maintaining and developing the departmental filing systems (paper and electronic)
• To maintain confidentiality and handle sensitive data appropriately and in line with Trust Policy.

Financial Management:

• To raise purchase orders for the Ophthalmology Care Group
• To be responsible for ordering all non-clinical supplies (e.g. stationary) and items of office equipment as necessary by liaising with senior operational team to ensure spends are within the budget
• To manage Oracle invoices
• To recoup income where required (e.g. prescription charges)
• To support the service in the delivery of cost improvement plans.

 Data Management:

• To be responsible for ensuring that systems and guidelines are in place to guarantee the timely and accurate recording and input of activity data
• To support the Management Teams in maintaining compliance with inputting data correctly, in a timely manner to support the service in attaining KPIs (e.g. workforce metrics and complaints response metrics)
• To ensure that all data and information remains confidential and protected
• To lead on maintaining up to date, complete and accurate data to support business planning, data compliance, clinical audit and research purposes
• In partnership with the lead clinicians and service management undertake regular analysis of the data for the various clinical teams, providing routine reports with content as required/agreed by clinical groups involved and to produce other data reports when requested
• To undertake specific work to identify and understand data quality weaknesses and to work with clinicians and the audit teams to put in place mechanisms to improve and monitor these areas
• In partnership with the lead clinicians, performance and operational teams, to regularly update policies relating to data collection responsibilities of the various clinical and non-clinical teams and ensure that staff have full awareness and understanding of their data recording / data entry responsibilities

Service Development:

• To be actively involved in, service developments with all members of the team, ensuring quality standards are adhered to
• To be actively involved in any service meetings with clinical and management colleagues to review the existing workload and schedules
• To participate in regular team reviews to ensure appropriate and efficient use of resources within the departments
• To be actively involved in departmental cover during busy periods, sickness and annual leave when there is an imbalance of workload
• To be aware of the need for change in current office practice and to improve service provision through personal development

 Personal Development:

• To participate in the Trust’s performance review scheme including LEAP and appraisals
• To complete and update a personal development plan
• To attend appropriate courses in order to maintain skill levels
• To attend mandatory training in accordance with Trust policy

Other Duties:

• To undertake any other duties requested as appropriate to the role and banding.