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Detailed job description and main responsibilities

Planning and Organisational Duties

• The post holder will be responsible for undertaking administrative procedures, contributing to changes to improve work practices to enable the most effective use of available resources.
• Creating and completing any spreadsheets as required by admin and clinical teams.
• Support the Health Integration Managers and Clinical Team Leaders in administrative tasks for the services.
• Assist in the collection of appropriate data and maintain and update spreadsheets as required informing Health Integration Managers of problems in a timely manner.
• Archiving any appropriate information as required by services and whilst adhering to policy.
• Completion of audits as requested by the Health Integration Managers or Clinical Team Leaders.
• To open and distribute post ensuring all urgent letters and documentation are brought the attention of the appropriate manager.
• To filter / action incoming calls and recording of messages.
• To collate and record staff information regarding professional registration, role information, sickness, annual leave and mandatory training.
• Arrange meetings, prepare agendas and produce action plans, take and transcribe minutes of meetings, ensuring they are accurate and distributed in a timely manner.
• To ensure effective follow up of actions from meetings through liaison with members of the division and other divisions / organisations as appropriate.
• Distribute relevant documentation to all clinical and non-clinical teams as required.
• To collate data and statistics for the service and participate in the collection of data from regular audits ensuring typing of reports.
• Ensuring any data entry that may be requested is completed accurately and in a timely manner.
• To ensure the asset register for all services is updated and maintained; the post holder will ensure staff report any faults and escalate the maintenance or replacement of equipment as appropriate.
• Prioritise workload effectively to ensure response times are maintained and agreed timescales are met.
• To have a full understanding of all Microsoft Office Suite.

Communications and Key Working Relationships

Providing a point of contact for liaising with:

• Work closely and collaboratively with the Administrators and PAs of Team Support.
• Health Integration Managers, Clinical Team Leaders, Admin Services colleagues and managers, maintaining all necessary records and spreadsheets.
• Work proactively with the clinical team leaders to provide a safe, efficient, and effective administrative service to the clinical team staff.
• Liaise with the Admin and Clinical Triage Teams when required.
• To be able to communicate effectively in a variety of ways with managers, staff, patients and carers to ensure the smooth delivery of the service in an efficient, tactful, sensitive and professional manner, this may include telephone, video conferencing or face to face.
• To plan and organise meetings with internal and external stakeholders. Liaising with core members from different organisations. This requires good communication skills and time management.
• Ensuring that information is cascaded in a timely manner to colleagues and staff.

 Responsibility for Finance

The post holder will:

• Participate in ensuring the effective use of all financial resources in providing and delivering the service when supporting the Health Integration Managers.
• Demonstrate awareness of the need for Cost Improvement Programmes within the service
• Assist in ensuring that the service is delivered within the existing financial constraints
• Ordering resources for the team as required using the SBS system and liaising with the Procurement Team.
• To maintain stock level of appropriate stationary and ensure ordered in a timely manner

 Responsibility for Human Resources

The post holder will:

• Ensure adherence to trust HR policies and Procedures
• To respect the individuality, values, culture and religious diversity of clients and contribute to the provision of a service sensitive to these needs.
• To maintain patient and staff confidentiality at all times.
• To exercise good personal time management, punctuality and consistent attendance.
• Maintain own professional development and mandatory training.
• Actively participate in the Trusts appraisal system and supervision by highlighting areas of good personal practice or development needs.