Job Description

This will involve prioritising and organising the day-to-day workload while maintaining confidentiality of information throughout the full range of duties involved.

To represent the administrative staff, to ensure the effective operation of the Acute Care Service.

Ward Position ~ to supervise and appraise administrative staff in the Acute Care Services

HTT Position ~ to support the Data Quality Co-ordinator for the locality, this will help to ensure quality data output across the acute care pathway.

Key Relationships: To liaise with members of the Community Teams, GPs, clients, and their carer's, other health professionals as well as external agencies.

To supervise and appraise administrative staff in the Acute Care Service
Principal Duties

1. Knowledge of a full range of secretarial procedures and software programmes through RSA3/NVQ3 or equivalent experience.

2. To be able to use SystmOne, the Trust's electronic health record system and accurately enter information including scanning and uploading correspondence as well as dealing with appointments and health care professionals' diaries.

3. Deal with the day-to-day demands on the service and aim to resolve problems with the Team Managers and relevant clinical leads. Use own initiative to ensure that urgent matters are brought to the attention of the Bed Manager.

4. Provide mutual support to the team during times of workload pressure, to organise annual leave for administrative staff to ensure adequate cover for the team as well as to organise cover during periods of sick leave.

5. Exercising judgement with regards to patient enquiries assessing urgency and taking appropriate action, some of which will be complex.

6. Prioritise and organise own workload effectively and efficiently.

7. Where relevant supervise, support and manage the administrative team including undertaking appraisals as well as monthly supervision.

8. Keeping administrative staff personal files up-to-date.

9. To be involved in the recruitment process for the administrative posts within the team including ensuring the job description/person specification is appropriate and participate in the interview process.

10. Be part of the management team, attend meetings, and advise on all matters relating to administrative services.

11. Be able to present complex information in a range of formats, including verbally and through the use of information technology.

12. To produce performance reports as and when required.

13. Arranging temporary admin staff in consultation with Service Manager, keeping accurate records ensuring payment is authorised to the correct agencies.

14. Compose non-clinical routine and non-routine correspondence for the Team.

15. Ensure that administrative staff input performance data on SystmOne in a timely manner.

16. To be able to take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from the notes/minutes.

17. Ability to work flexible hours to suit the demands of the service.

18. Perform team audits if and when required.

19. To adhere to the Trust's standards on confidentiality and in accordance with the Data Protection Act.

General

a) To fully participate in the Trust's performance review and personal development planning process on an annual basis.

b) Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.

c) To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

d) To contribute positively to the effectiveness and efficiency of the teams in which he/she works.

e) To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.

f) To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.

g) To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.

Required Knowledge, Skills, and Abilities

* Cooperate with the Trust and its officers in implementing the requirements of the Health & Safety at Work etc Act 1974. * Take reasonable care of their own health, safety & welfare. * Refrain from doing anything which may constitute an unacceptable health & safety risk to themselves or others. * Report any defective equipment, unsafe situations or practices immediately to the responsible manager.