Operations Assistant

Detailed job description and main responsibilities

• Provide an effective channel of communication with the multi-professional disciplines within the Trust.  Excellent communication skills, written and verbal.  The post holder will be expected to communicate complex and sensitive issues.
• To provide administrative support to the business unit, arrange and attend departmental meetings, in order to produce and circulate minutes and actions logs for business case projects.
• Design and set up spread sheets and presentations.
• Attend meetings at senior management level as and when required.
• To support service development and modernisation work within the division and participate in process mapping work-flows.
• Produce and maintain project plans.
• Prepare, collate and distribute all associated project reports and correspondence.
• Attend project meetings, in order to produce and circulate minutes, risk registers, issue logs and project plans.
• Maintain all project administration.  Assist in producing written reports (including Business Cases), process flow charts and presentations using the Microsoft Office Suite.
• Analyse data, highlight trends and/or inconsistencies of business and performance data, using Microsoft Excel.
• Demonstrate comprehensive knowledge and skill in the use and analysis of data to assist service improvement.
• Advanced key board skills.
• Be responsible for building and maintaining relationships with all staff and key stakeholders with the areas of responsibility, using appropriate methods, e.g. email.
• To ensure that Human Resource issues are appropriately handled in accordance with Trust Policies and Procedures, seeking advice and support as necessary. This will include the following;
•   Support the effective induction of new members of staff, including training with regard to departmental policies and procedures
•   Support departmental staff as required with the implementation of new technologies/procedures in liaison with other relevant departments
•  Monitoring and reporting of sickness absence 
•  Co-ordinate Patient Pathway Coordinator, Clinical Typists and Records Assistants staff annual/study leave 
•   Appraise Patient Pathway Coordinator, Clinical Typists and Records Assistants staff within the department and ensure completion of appropriate documentation and identification of training needs
•  Assist with recruitment and selection of Patient Pathway Coordinator, Clinical Typists and Record Assistants staff 
•  Effective communication with the Divisional Business Manager and clinicians with regard to departmental issues 
•  Promote a stable and happy working environment by motivating and communicating with staff at all times. 
• To Supervise the teams of Patient Pathway Co-ordinator, Clinical Typists and Records Assistants ensuring all key tasks (as outlined within individual post job descriptions) are completed enabling achievement of agreed quality and target standards. In circumstances where achievement of the standards outlined are a concern the Senior Patient Pathway Co-ordinator would work closely with the Divisional Business Manager to implement mitigating actions following agreed Standard Operating Procedures.
• Undertake ad-hoc duties that are required by the business unit.
• Be responsible for maintaining continuous professional development.