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Detailed job description and main responsibilities

·               Request information / activity reports that are required on behalf of the operational team manager and key staff including data timeliness, contract monitoring reports, waiting times.

·               Provide a central point of contact to respond to/resolve any queries on behalf of the operational team manager where appropriate in relation to all Key Performance Indicators.  

·               Provide support to colleagues to ensure consistency and equity of provision across the service as required.

·               Responsible for liaising with Corporate / Support Services to obtain data / performance reports e.g. activity reports, workforce and training data, financial information.

·               Provide regular monthly information updates as required to operational team manager and key staff.

·               To be available for regular supervision by the operational team manager.

·                   Provide and maintain the appraisal process for identified staff.  To make sure that training needs are highlighted and followed-up.  

·                   Support with the management of sickness & absence triggers and administrative support.

·                   Attend and participate in Admin/Business Meetings inclusive of chairing and note taking on a regular basis. 

·                   Support and participate in the team meetings including taking minutes of meetings. 

 ·                   Be accessible wherever possible at all times within core working hours.

·                   Plan and organise complex activities or programmes for self and team, requiring formulation or adjustment e.g.

1.      Arranging and co-ordinating meetings with internal and external partners, and arranging events for the team at external venues.

2.      Taking accurate minutes for team meetings and other meetings as required.  

3.      Diary management for the operational manager and team, including confirming attendance, circulating papers and booking venues.

4.      Ensuring monthly reports and minutes are collated from the teams and corporate partners.  

5.      Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.

6.      Utilise IT packages such as Word, Excel and PowerPoint competently. 

7.      Develop and supervise maintenance of filing systems (electronic and paper) to ensure effective access to relevant information.

8.      Prioritise own workload on a day-to-day basis to ensure that deadlines are met.

9.      Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information. Planning key work-streams as part of a project.

10.  Staff or work planning to meet organisational requirements.

·            Autonomy to provide a comprehensive business support infrastructure for the operational team manager and team in extracting and analysing reports and data for all key performance indicators (Quantity and Quality) and feeding back in such a format that can be understood and actioned by the service to achieve compliance, inform supervision and forward planning.

·            Monitor ESR Business Intelligence system to ensure compliance with staff mandatory training/appraisals/sickness – providing reports as necessary.

·            To ensure robust systems are in place to monitor, capture, extract and analyse relevant data to measure performance against contracts and to support compliance with Key Performance targets providing relevant information on a daily basis in a variety of formats.