Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

 The post holder will undertake a range of responsibilities including:

 General Office Administration

¨     Assist with the control and registering of incoming paperwork to the service centre

¨     Ensure only authorised visitors enter the service centre

¨     Assist in the opening of incoming post and its distribution in a timely manner

¨     Carry out routine clerical functions to include filing, photo copying and scanning. fax of correspondence

¨     Maintain a meeting room booking register

¨     Provide a goods inward delivery point ensuring safe and secure receipt of any goods and services delivered to the service centre

¨     Use of service centre switchboard and voicemail

¨     Sorting, franking and preparation of outgoing post and couriered items

¨     Requisition of office supplies and storage on receipt using Trust Purchase Order system

¨     Assist in the maintenance of service centre arrangements for the control of keys, access control cards, mandatory training records and VDU eye tests

¨     Assist in the maintenance of service centre arrangements for the archive, retrieval and disposal of records in accordance with client organisation retention policy

¨     Prepare correspondence using standard preformatted letter templates

¨     Assist with training of new staff

Data Preparation & Input

¨     Process simple timesheets in order to ascertain the payment due in accordance with A4C and customer organisations conditions of service.

¨     Input timesheet data into the NHS HR/Payroll system and related systems and ensure accuracy of data by the amendment of input errors

¨     Input expense claim data to the NHS HR/Payroll system and related systems and ensure accuracy of data by the amendment of input errors

¨     Input of employees vehicle details to the NHS HR/Payroll system and allocation of the vehicle to an employee record to permit processing of expense claims

¨     Use the NHS Pension system to maintain employee records including the open and closure of records, update of year end values and of hours data

Payroll, Pension and Car Leasing Support

¨     Assist with the administration of statutory payroll paperwork, including notification of SSP eligibility

¨     Responsible for the input of appointment and additional payment forms, ensuring compliance with terms and conditions of service and client organisation policies

¨   Assist with the approval of salary sacrifice applications, ensuring compliance with HMRC National Minimum Wage

¨     Complete standard payroll and benefit enquiry correspondence from outside agencies, i.e. tax credit mortgage application

¨     Maintain service centre filing and scanning system for employee records

Client Management

¨     Perform service desk duties to deal with client organisation manager and employee queries.

OTHER FACTORS RELATING TO THE POST

Freedom to Act

¨     Works within service centre procedures and working practices

¨     Supervision available if required

Physical Effort

¨     Long periods sitting at desk inputting data to a PC

¨     Standing and bending for some periods

Mental Effort

¨     Frequent concentration needed to ensure accuracy of data input

Emotional Effort

¨     Occasional exposure to difficult and challenging behaviour from client organisation employees

Working Conditions

¨     Uses VDU equipment almost constantly on a daily basis

COMMUNICATIONS & WORKING RELATIONSHIPS

¨     Liaise with all other staff of the service centre

¨     Liaise with external bodies, dealing with highly confidential information ensuring compliance with the Data Protection Act.

¨     Liaison with client organisation managers and employees on routine matters relating to service provided

The post holder is also expected to work and develop relationships both Trust wide and with external agencies, including, but not limited to:

• Members of the public
• Trust wide clinicians
• Senior Trust Management
• Corporate Administrators
• Trust Staff

All Job Holders are required to… 

• Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive. 

• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

• Attend statutory, essential and mandatory training.  

• Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.

• Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

• Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.

• Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk. 

• Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.

• Ensure they attend Child Protection training at the appropriate level within the specified time frame.

• Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.

• Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

Note

This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines