¹û¶³´«Ã½APP

To provide comprehensive administrative support to a multi-disciplinary team of practitioners and ensuring the smooth running of the office function, including ensuring sufficient cover is provided within the administration team in times of sickness and annual leave.

To act as central administrative contact point for the team.

To supervise administrative staff including, where appropriate, allocating workload and reviewing performance.Ìý

To maintain an overview of the administration function and workflow within the team.Ìý

To lead on monitoring performance and data of KPIs within the admin part of the service and taking relevant action where necessary in response to these.

To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

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To work independently and with fellow Team Leads, prioritise and organise own workload, taking into consideration the competing demands of the team and ensuring that administrative work is carried out within set timescales.

To supervise and allocate where necessary the workload of administrative staff taking into consideration competing demands of the team.Ìý

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Support services

ÌýTo work directly to the Admin Coordinator and work with the service leads and the wider multi-disciplinary team, providing a comprehensive and highly effective administrative support service.Ìý

To provide effective administrative support including diary management, phone calls and sending correspondence, producing documents to a high standard, using Trust templates and clinical systems in line with Trust guidelines.

ÌýProvide a first point of contact for all face to face and telephone enquiries from a broad spectrum of people. This includes taking complex and sensitive telephone calls, listening to and guiding callers through a satisfactory response and knowing when to seek appropriate clinician advice. This often involves contact with service users, their carers, advocates and relatives.

In conjunction with the relevant Lead organise and coordinate staff training.

To maintain up to date staff details, including emergency contact details etc.

To provide monthly performance data reports and updating systems where necessary with relevant data.

To maintain, manage and input data to e-rosters and other in-house systems.

To undertake ad-hoc work, which may include the construction and management of complex spreadsheets and data collection in accordance with the needs of the service, utilising a range of software packages and reports available within the Trust.

To organise transport, interpreters and other services for service users, as and when necessary.

To be proactive in organising and prioritising workload, managing time effectively, highlighting problems as they arise and proposing possible solutions within available resources.

AdministrationÌý

To provide a comprehensive and professional administration service to the team.

Day to day supervision of administrative staff involving supervision and appraisal as required, induction, participating in recruitment and allocation/monitoring of workload.

To operate and update computerised database systems including Trust systems and any bespoke systems local to the team.

To arrange, prepare the agenda for and take minutes of team meetings and other meetings as directed.

To maintain comprehensive paper and electronic filing systems.

To provide support to colleagues in relation to difficult or anxious service users, carers and relatives be it face to face or over the telephone.

To provide cover for other secretarial and administrative staff as appropriate.

To participate in a rota to cover reception duties as required.

ÌýAdministration systems and staff

In conjunction with the manager set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associate individuals, including accessibility of policies/procedures/information, safe and secure storage of service user records, effective filing systems, communication systems, referral systems and personnel records.

To maintain an overview of the administration function and workflow within the team discussing any areas of concern with the manager.

To coordinate the work of other junior administrative staff within the team, delegating responsibilities, monitoring performance and maintaining high standards and good practice amongst the administrative staff and administrative systems.Ìý

To support the operation and management of any waiting lists contained within the team.

In conjunction with the admin coordinator be actively involved in the recruitment and retention of administrative staff, i.e. short-listing and interviewing.

To ensure there is adequate cover provided amongst administrative staff during times of annual leave, training and sickness.

Office ManagementÌý

To liaise with the building manager regarding building wide protocols including moving equipment, phone lines and building security as required.

To be responsible for staff induction with regards to safety and security, including setting the burglar alarm, ensuring that staff follow the appropriate procedure in notifying late clinics and their presence in the building by using the lone working protocol.Ìý

To take responsibility for effective use of office supplies.

To manage petty cash floats and any other financial procedures in line with Trust procedures as required

Order stock and non-stock items on the Oracle system.

ÌýGeneral

To carry out any other duties in line and scope with the grade and scope of the post, working as part of a team and to cover for sickness and annual leave where necessary.

To assist with any additional duties the clinical team may take on.

To act as a resource on ICT matters, as appropriate.

To participate in the Trust’s supervision and appraisal system.

To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate.