Detailed job description and main responsibilities

Core Responsibilities

 Communication and Relationship Responsibilities

 •         To establish and develop good working relationships at all levels and in all disciplines throughout YAS, the wider NHS and other organisations as appropriate.

•         To provide the initial point of contact for the Senior Central Services Team, promoting an efficient friendly manner.

•         To understand the importance of and ensure that confidentiality is maintained at all times.

 Analytical and Judgemental Responsibilities

 •         Liaise with stakeholders/Trust management and make decision pertaining to the diaries of the Associate Chief Operating Officer- Central Services & Head of Service & Quality- Central Delivery

•         Discuss issues with staff/management, seeking appropriate/agreed outcomes and actions, as an intermediary between staff/management and the Associate Chief Operating Officer- Central Services & Head of Service & Quality- Central Delivery 

 Planning and Organisational Responsibilities

 •         Manage and prioritise own workload and provide administrative functions as requested to maintain service continuity using time management, organisation and prioritisation skills.

•         Work to deadlines and have ability to multitask, where there is a need to allocate and reallocate tasks to meet organisational requirements.

•         Diary management for the Associate Chief Operating Officer- Central Services  & Head of Service & Quality- Central Delivery and the wider Senior Leadership Team where requested.

•         Ensure the use of tact and diplomacy when dealing with complex and sensitive information including but not restricted to:

o        Absence Meetings

o        Disciplinary meetings

•         Access and interpret information from internal IT systems e.g., electronic staff records, GRS in response to requests from managers in a timely manner.

•         To organise and attend meetings, arrange venues and catering requirements, circulate correspondence, agendas, support papers and information, ensuring they are available in good time. 

•         Produce formal minutes and identify follow up actions arising from them at high level meetings including but not restricted to:

o        Operational Resilience Oversight Group

o        Uniform Steering Group

•         Resilience Governance Group

•         Ability to draft reports.

•         Carry out information research as and when required, via the internet or otherwise.

•         Identify   and   book   appropriate   travel   arrangements, providing comprehensive itineraries.

•         Liaise regularly with A&E Operations managers in relation to professional administration matters.

•         Main point of contact for other Trust colleagues/managers for information/contacts in relation to the A&E Operations department/staff.

•         Undertake and support procurement ordering/receiving on the Oracle system for the department.

•         Organising the department’s recruitments processes from cost/agency control to liaising with the HR Recruitment team/agencies/candidates.

•         Monitor and report on staff training including stat & mand training requirements, book PDRs and monitor annual leave levels/balances, liaising managers to ensure staff are compliant.

•         Maintain staff records and ensure confidentiality.

 Policy and Service Development Responsibilities

 •         Advise on Trust policies and oversee compliance where appropriate.

•         Propose changes to policy for own work area.

•         Ensure that the trusts administrative processes are open and transparent; where appropriate and which encourage the confidence of staff, the public and other agencies.

Financial, Physical and Information Resource Responsibilities

 •         First point of contact for Senior Central Services Team for information internally and externally to enable them to fulfil their duties.

•         Ensure staff have appropriate furniture/equipment to enable them to fulfil their duties.

•         Liaise with finance and supplies regarding departmental invoices following any issues with requisitions.

•         Ensure financial documentation such as purchase requisitions, staff timesheets etc. are completed and authorised by the appropriate person in accordance with trust procedures.

•         Identify departmental recharges by analysing and auditing timesheets and flagging any issues to the relevant manager.

 Research and Audit Responsibilities

 •         Any research requested by the Associate Chief Operating Officer- Central Services & Head of Service & Quality- Central Delivery to enable them to fulfil their duties.

 Leadership, Management, Training and Supervision Responsibilities

 •         Oversee the Statutory and Mandatory compliance of the Senior Central Services Team; escalating irregularities where required.

 Corporate Responsibilities

 •         It is the responsibility of each member of staff to ensure that they maintain the confidentiality and security of all information in accordance with the requirements of the Data Protection Act 2018 and the principles of Caldicott.

•         Managers should also ensure that their staff are aware of their obligations under legislation such as the Freedom of Information Act 2000; Computer Misuse Act 1990, and that staff are updated with any changes or additions relevant to legislation.

•         Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of colleagues and patients.

•         Mandatory training requirements that are relevant to the post must be decided during Personal Development Review and a training plan developed.

•         Staff should be aware of their individual responsibilities under the Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.

•         Individuals are also required to comply with the policies, procedures, and protocols in place within the Trust.

•         This job description is not meant to be exhaustive. It describes the main duties and responsibilities of the post. It may be subject to change in the light of developing organisational and service needs and wherever possible change will follow consultation with the post holder.

 Safeguarding Children

•         To recognise and report to the appropriate authorities any concerns regarding Child Protection issues to include possible child abuse.

•         Under section 11 of the Children Act 2004 all NHS staff must ensure that their functions are discharged with regard to the need to safeguard and promote the welfare of children (Working Together to Safeguard Children 2015). http://www.workingtogetheronline.co.uk/index.html

 Safeguarding Adults

•         To recognise and report to the appropriate authorities any concerns regarding Vulnerable Adult issues to include social care and mental health.

•         All staff must comply with mandatory training requirements and ensure that adult safeguarding is embedded as an essential part of their daily practice.