Team Administrator for STRIDES & Outpatient Services

Detailed job description and main responsibilities

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

MAIN DUTIES AND RESPONSIBILITIES

• To prepare documents (letters, memos, reports, etc) by copy or audio typing using Microsoft Office software, ensuring all policies and
  procedures are adhered to.
• To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handle
  telephone and email enquiries from external bodies, Trust staff, clinicians, service users, and relatives.
• The post holder is required to exercise judgment about how to handle such calls appropriately and professionally, using
  judgment and discretion where necessary, referring complex matters to relevant senior members of staff, and taking messages when
  necessary.
• To report any incidents on DATIX and escalate to management as soon as possible
• To ensure effective communication within the team.
• To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining
  systems.
• To input data to electronic database system/s and/or use the database as and when required in line with Trust procedures and protocols.
• To ensure that filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
• To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
• To act as secretary at meetings, taking and distributing minutes as appropriate.
• To arrange meetings and training events for the team as and when required.
• To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
• To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
• To cover across sites when required by the service
• To liaise with the IT Department and other services as and when required for any issues that may occur within the service.
• To develop and maintain an updated internal and external contact list.
• To participate in assisting the local admin induction of new or temporary staff to the team.
• To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff, and visitors
  to the service, reporting building repairs required to the responsible manager.
• To liaise with domestic services staff to ensure the environment is kept clean, and report any recurring problems to the responsible
  manager.
• To enter required data into the Trust’s patient administration systems and to make use of databases as directed by managers in the
  course of clinical duties
•  To use a computer and computer software to prepare reports, presentations, and documents relevant to working duties

This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the
grade of the job, in discussion with the manager.

Management Information Systems
To assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database, or relevant clinical or
Business information system.

Training & Development
• To participate in the local induction of new employees to the Operational Team.
• To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge and
development.
• The post holder will complete the CNWL mandatory training programme annually within the directed timescales.

Supervision
• The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outlined for the post.
• The post holder will fully participate in the Trust’s Appraisal /Supervision Programme and work with their manager to ensure that they have a clear job plan and objectives.