Administration Assistant to the Place Clinical Management Team

1

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

·       Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff’s circumstances.  This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, meeting candidates prior to interview and tracking recruitment via the vacancy tracker (VAAP or VRA tracker).

·       Be point of contact for staff to provide information on Trust’s processes (i.e., answering general enquiries to assist staff, especially new starters).

·       Dealing appropriately with all telephone enquiries as well as face to face patient contact (when covering reception areas), which may on occasion be upsetting. This may include processing Friends & Family Test (FFT) calls, including making outgoing calls to patients and their family or friends, gaining feedback on their experience with our Community Nursing & Therapy teams and recording this on the relevant spreadsheet.

·       Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.

·       Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.

·       Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.

·       Setting up and maintaining comprehensive, confidential records and filing systems, including the appropriate filing of staff personnel files, ensuring that all records are kept up-to-date, and filing is carried out in a timely manner.

·       Opening, sorting and distributing incoming mail as appropriate, and ensuring that outgoing post is sent in a timely manner. This includes receiving parcels and deliveries and allocating these to the correct recipient.

·       Researching appropriate websites to gather information around equipment used for the service. This includes downloading and circulating documents, as requested. This can include ordering equipment such as stationary, nursing supplies and equipment, as well as searching our Trust intranet (The Loop) for appropriate policies or documentation as requested by Clinical Managers.

·       Where required, work as a team with a group of staff on a daily basis.

·       Identify and report areas within working processes and procedures that could improve service delivery.

2

To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.

3

When covering reception, to undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

4

To communicate with patients and visitors at an appropriate level providing clear information and guidance and dealing with patient’s fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

5

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.

6

Inputting onto various databases and systems, e.g., SystmOne, Onpos, Healthroster, TRAC, Cloudbooking Powergate and designated spreadsheets, within the required timescales and deadlines.

7

Supporting with formatting of confidential Duty of Candour letters to be sent out to patients. This can include checking the letters for grammatical or spelling mistakes, ensuring the letter has been checked and approved by relevant Quality colleagues, inputting letter data onto relevant trackers and uploading copies of the letters to Datix for reporting purposes.

8

To contribute to the smooth running of the (Insert Place) Place shared inbox, categorising emails as appropriate and ensuring that enquiries are dealt with in a timely manner.

9

Receiving Subject Access Requests (SARs) into the (Insert Place) Place shared inbox, reading each request and allocating it to the appropriate clinical team for review by a set deadline (determined by the Access to Records team).

10

Utilising the HealthRoster system to support Senior Leaders and Clinical Operations Managers with staffing information, such as checking staff annual leave balance, adding training dates on to the system and reminding staff to book their annual leave within set timeframes, as directed by the relevant Service Lead/Manager. This may also include monitoring the staff sickness line and reporting staff sickness to the relevant manager, arranging absence meetings and processing the appropriate forms on behalf of the manager.

11

Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations. This can include processing payroll documentation, such as P3’s, on behalf of managers.

12

Administratively supporting Senior Leaders with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature.

13

In the absence of the Personal Assistant, support with relevant duties commensurate with banding, such as supporting Senior Leaders with diary and inbox management on a temporary basis, as and when required.

14

Supporting managers with staff mandatory training and PDP compliance, breaking down reports to collate information on staff who may be non-compliant, distributing data to relevant managers and where necessary, supporting with allocating time to senior managers to complete relevant training or participate in relevant meetings. This includes supporting managers with the scheduling of monthly supervisions, understanding staff rotas and managers diaries in order to effectively plan meetings at mutually convenient times.

15

For certain Community Nursing & Therapy Teams, produce a weekly newsletter, acquiring criteria from the relevant Clinical Manager around what topics to include.  Carrying out appropriate research and formulating the information into a newsletter format.  

16

To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters.

17

18

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.

19

Provide cover in other departments, including Reception, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites.

20

It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

21

To attend relevant meetings, when required. These may be virtual or in person. This may require travelling to other sites