Team Administrator

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Job Purpose:

1. To contribute, as part of the team, in providing administrative support to the Children’s Services across Bedfordshire and Luton
2. To provide high quality, administrative services to a multi-disciplinary team of professionals in order to facilitate the effective and efficient delivery of services.

 MAIN DUTIES AND RESPONSIBILITIES

Communication 

 

1. On a day-to-day basis, provide a full range of administrative support services to Children’s Services. This will involve receiving and providing sensitive and complex patient information and ensuring that Cambridgeshire Community Services’ policies and procedures are adhered to.
2. Be conversant with the roles of all staff and their relationships with internal / external organisations.
3. Data inputting onto computerised systems.
4. Maintenance and preparation of patient records as per Cambridgeshire Community Services’ guidelines.
5. Assist staff in preparing for meetings / training. Booking rooms and providing refreshments, as appropriate.
6. Dealing with fault reporting, servicing and maintenance of office and patient equipment.
7. Report Estates requests, as required.
8. Be responsible for regular health & safety checks, as instructed.
9. Liaising with the Trust regarding telephones, computers etc.
10. Ensure new referrals, discharge and active caseloads are up-to-date.
11. Send out invitation letters (already formulated) and maps for training sessions, send out training forms and certificates to delegates.
12. Distribution of Care Plans and Nurse-Led Assessments.
13. Sending out team updates and other information to carers as and when required.
14. Audio typing and Minute taking, as required.
15. Archiving of paper records.
16. Booking patient appointments.

 

Key Relationships

·         Team Lead

·         Service Lead

·         Community Services Leads

·         Cambridgeshire Community Services staff

·         Special Schools

• Luton & Dunstable Hospital

 

Budgetary Responsibility

 

1.    Maintain and monitor clinical equipment and stationery supplies, order stock (as appropriate), check deliveries, put away stock and report discrepancies.

2.    Ensure accurate systems are maintained.

3.    Operate and maintain equipment, following instructions for use, ensuring cleanliness and reporting faults.

4.    Maintain supplies by issuing stock on request, monitoring use and ordering supplies as necessary.

5.    Take responsibility for equipment in the administration office, ensuring any problems are rectified / reported, as appropriate, and ensuring paper / toner is topped up as necessary.

 

People Management

 

1.    Preparation and distribution of rotas to teams.

2.    Submission of appropriate P Forms for the teams.

3.    Update staff lone working records/information.

4.    Maintaining own professional development and requirement to take part in Appraisal and KSF process and training programme, as required, to fulfil duties of the post.

5.    Develop self to continually improve performance, undertake development activities, as necessary.

 

Research & Development Activity

 

1.    Assist with audit data as and when required.

2.    Complete staff surveys / audits, as required.

3.    Research and supply information as requested.

 

Analytical & Judgemental

 

1.    Handle incoming communications (Referrals, telephone calls and emails) bringing urgent business to the attention of the Team Lead or Clinician.

2.    Prioritise workload and resolve conflicting demands using own judgment to prioritise.

3.    If applicable, monitor waiting lists in a timely manner

4.    Future planning for clinics and patient appointments.

 

Planning & Organisation

 

1.    Contribute to ensuring work is produced to agreed standards through planning and agreeing work, managing workload and maintaining work flow.

2.    Support the Team Lead and individual team members when required.

3.    Utilise the general office for administrative tasks, including photocopying, filing etc.

4.    Ensure all outgoing mail is appropriately addressed and ready for collection at the appropriate time.

5.    Deal with all received mail (internal or external) distributing to the appropriate person or team as per office processes.

 

 

Patient & Client Care

 

1.    As first point of contact, be expected to communicate with callers in a courteous, highly sensitive and confidential manner

 

Responsibility For Policy & Service Development

 

1.    Adherence to Information Governance policy.

2.    Adherence to Cambridgeshire Community Services’ policies.

3.    Be aware of health and safety issues relevant to Cambridgeshire Community Services working environment and report as appropriate to the designated Health & Safety Officer in accordance with policy. Also within all buildings owned or not owned by CCS.

4.    Be aware and follow all Cambridgeshire Community Services policies relevant to own role.

 

Information Resources

 

1.    Store and retrieve information using established paper filing and computerised database systems. Input both data and text into computer systems. Develop paper and computerised storage systems to meet the needs of the service. Arrange for the safe destruction of all correspondence and files in accordance with statutory and locally defined timescales.

 

Freedom To Act

 

1.    Take responsibility for own actions and work unsupervised to own initiative however, the Team Lead is available when required.

2.    Work within clearly defined Standard Operational processes (SOPs).

3.    Maintain confidentiality in accordance with the Data Protection Act (1998) and exercise initiative and discretion in the performance of duties.

 

 

Mental Effort

 

1.    Frequent concentration with interruptions; work pattern can be both predictable / unpredictable.

2.    Interruptions with enquiries will occur during daily activities, some of which may require immediate attention.

 

Emotional Effort

 

1.    The post-holder will be exposed to working with diverse population groups and clients some with difficult social and medical circumstances.

2.    Occasional exposure to information of a sensitive or distressing nature when dealing with calls from a distressed member of staff / member of the public.

3.    Committed to working in a changing environment, responding positively to new demands and changes and be willing to be flexible to the changing needs of the service.

 

Physical Effort & Working Conditions

 

1.    Frequent use of PC, which may include data entry

2.    Regular moving and handling involved in relation to equipment, stationery supplies and deliveries.

3.    PC user for a significant part of the day.

4.    Office based, although may be required to travel to other bases across Bedfordshire.

 

Clinical and Practice Governance

 

1.    Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

2.    Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.  

3.    The post holder must adhere to the Trust risk assessment and risk management processes

4.    The post holder must adhere to infection control policies and procedures

5.    Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

6.    The post holder must participate in clinical and other audits as required

7.    Provide patients and their families /carers with information on standards they should expect from the team.

8.    The post holder is required to participate in relevant emergency preparedness process for their team.

 

General

 

The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy.

 

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

 

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

 

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

 

If this post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 the following must be included in the job description.

 

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure of Barring Service to be made to check for any previous criminal convictions. Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.