Administrator - Breast

Detailed job description and main responsibilities

·         Collaborate effectively as a team member.

·         Supervise the daily workload of Band 2 Admin Support staff.

·         Provide administrative services across all departments, including word-processing, drafting, and producing documents such as meeting notes, reports, letters, and business documents from audio or copy sources.

·         Perform general office duties as required, including filing, photocopying, collating and distributing information, and managing incoming and outgoing mail.

·         Operate and maintain an accurate and secure filing system that is accessible to all staff.

·         Maintain spreadsheets and databases, including producing regular information reports.

·         Organise and service meetings/events as needed, including room bookings, taking accurate notes, transcription, and distribution.

·         Handle procurement tasks including ordering stationery, clinical supplies, and equipment stock.

·         Use initiative to meet tight deadlines.

·         Provide flexible administrative and clerical support as necessary, occasionally requiring work at another base in the local area during cross-cover arrangements.

·         Communicate effectively using written, verbal, email, and telephone skills.

·         Liaise closely with staff, service users, and stakeholders professionally.

·         Serve as a point of contact by receiving telephone enquiries, taking accurate messages, handling calls and enquiries per Trust policies and procedures, and redirecting calls when appropriate.

·         Exercise confidentiality, empathy, discretion, and diplomacy in communications, including managing challenging situations.

·         Prepare letters, reports, and other documentation of a sensitive and confidential nature within guidelines.

·         Communicate basic, sensitive, and complex information.

·         Manage and address language barriers where applicable.

·         Attend admin team/departmental meetings regularly and contribute to effective teamwork by exchanging views and ideas and communicating efficiently.

·         Make decisions within the team while receiving support.

·         Make judgements involving facts or situations, some requiring analysis.

·         Operate with minimal supervision, solving problems within own areas of responsibility (e.g., reception and care records management).

·         Notify the Line Manager of any concerns promptly.

·         Refer situations requiring further attention to the Line Manager.

·         Ensure accurate data is provided for statistical and planning purposes as requested.

·         Identify and promote best practices and innovation to improve efficiency and productivity.

·         Organise day-to-day tasks, prioritising to meet set timescales.

·         Undertake work prioritised by the Line Manager and plan and organise straightforward tasks.

·         Arrange regular meetings, ensuring continuous use of computer and telephone systems.

·         Advanced keyboard skills are required.

·         Utilize Trust IT systems for data inputting and familiarisation with various paper and electronic filing systems.

·         Handle manual files, stationery, and supplies.

·         Contact patients by telephone in a sensitive and confidential manner.

·         Occasionally interact with patients face-to-face as part of daily duties.

·         File paperwork chronologically in patient records.

·         Book interpreters and transport as necessary for patient appointments, recording issues, and liaising with respective services to resolve them.

·         Provide patients with non-clinical advice and information on various issues, including complex appointment queries.

·         Work collaboratively as part of an integrated team, staying up to date with National and Trust legislation, guidelines, policies, procedures, protocols, and code of conduct relevant to the role.

·         Follow secretarial procedures and comment on or implement policies, proposing changes for the improvement of practices and procedures for own area.

·         Maintain records according to Trust policy.

·         Receive and open incoming mail, taking appropriate action.

·         Liaise with the Central Booking Service regarding cancellation and rescheduling of clinics.

·         Book, verify, and authorize flexible/agency staff as requested, monitoring to ensure required staffing allocation is covered.

·         Participate in and contribute to the effective introduction of new systems and initiatives to improve and develop patient services.

·         Have a personal duty of care for all equipment and resources used, managing stock control and ordering of stationery/clinical supplies.

·         Participate in the induction and training of new staff members, demonstrating activities to new/less experienced staff.

·         Supervise the workload of Band 2 Admin Support, ensuring prioritization and motivation to achieve set timescales.

·         Protect staff and patient confidentiality per Trust policy and procedures.

·         Accurately input confidential data using various Trust IT systems timely.

·         Adhere strictly to Caldicott and the Data Protection Act.

·         Prepare and scan information onto the Trust IT systems, updating patient/staff records as soon as possible.

·         Ensure all held information is kept up to date and of high quality.

·         Photocopy and distribute documents as required and shred confidential documentation per Trust policy.

·         Take and transcribe meeting notes timely, gathering information and producing routine reports in response to queries.

·         Be responsible for the lifecycle management of records, creating electronic and paper care records to the standard Trust design.

·         Maintain a confidential and efficient filing system, ensuring paper and electronic care records are up to date and available for staff as required.

·         Track the movement of care records using appropriate "missing records" systems.

·         Participate in the ongoing archive process for paper care records.

·         Process responses to information/care records requests, ensuring adherence to National guidelines and deadlines.

·         Undertake surveys or audits as necessary and ensure other admin staff participate as required.

·         Complete staff surveys.

·         Date-stamp and distribute incoming post appropriately and sort outgoing mail.

·         Manage diary and appointment systems, clinic lists, and inform clinicians of appointment arrivals.

·         Ensure staff have updated the appointment system and oversee room bookings.

·         Type correspondence, such as letters and reports, using digital dictation when required.

·         Maintain confidential personal data on electronic systems, ensuring accessibility and confidentiality.

·         Maintain a standard filing system, keeping patient notes and correspondence up to date.

·         Book interpreters and translators for clients' appointments, monitor confirmations, and take appropriate actions.

·         Maintain adequate supplies of forms, stationery, letterheads, information leaflets, and appointment cards for colleagues and service users.

·         Receive and manage referrals into the service and discharges, updating patient information on files and IT database systems, ensuring data quality.

·         Undertake general office duties, including photocopying, collating, binding documents, filing, and laminating.

·         Provide admin support for presentations, setting up equipment, and providing handouts and refreshments.

·         Maintain and report relevant repairs for office equipment, keeping the office, reception, and waiting room clean and tidy.

·         Receive regular supervision from the Team Administration Lead.

·         Work flexibly to cover essential priority tasks.

·         Use information technology for various purposes and report any health and safety issues.

·         Demonstrate excellent verbal, written, and communication skills.

·         Induct new staff to reception, filing, and administration systems.

·         Stay calm and sensitive in difficult situations.

·         Be adaptable to change in duties and responsibilities, which may vary depending on changing services, discussed with the post holder.

·         Maintain flexibility and mobility regarding specific responsibilities and location according to service needs.

·         Supervise lower banded staff and participate in recruitment and selection of administrative personnel.

·         Align with Trust values, demonstrating compassion, striving for excellence, respecting diversity, acting with integrity, and supporting others.

·         Address issues using factual analysis and escalate or resolve issues in the absence of the manager.

·         Manage personal initiative and time to meet deadlines and organize day-to-day activities.

·         Coordinate diaries and arrange meetings regularly.

·         Prioritise patient-centred care in all activities and provide non-medical information and advice efficiently.

·         Adhere to Trust policies and contribute to continuous service improvement.

·         Monitor stationery stock levels and report maintenance faults.

·         Conduct financial and personnel tasks responsibly and update training relevant to the position.

·         Participate in recruitment processes and appraisals, developing lower-banded staff.

·         Provide on-the-job training and suggest areas for growth.

·         Use relevant IT programs to process information and maintain data accurately.

·         Undertake surveys or audits relevant to own work as required.

·         Comply with Trust requirements and execute all administrative tasks, collaborating as part of a team.