Practice Development Administrative Assistant

Job description

Job responsibilities

Key Working Relationships

The post holders key relationships will be with:

Internal:

Director of Midwifery, Head of Midwifery, Maternity Matrons, Practice Development and Labour Ward Coordinators, all maternity Staff, Human Resources and Workforce Services.

External:

Local Maternity System, Nursing and Midwifery council.

Main Duties and Responsibilities

Communication

Provide, receive, and deal with confidential information daily.

Minute-taking of meetings when required

Responding to stakeholders and professionals across the wider health community

Liaise with other NHS organisations and external agencies (including voluntary organisations)

To maintain close links, communication, and liaison between practice development and learning & development.

Support and monitor ongoing departmental recruitment and training projects as required by tracking progress and developments in order to support senior staff and handle queries appropriately.

Handle incoming correspondence, written, email or telephone, relating to the

departmental training and recruitment service and deal with any relevant

queries that occur, resolving problems using own initiative

Service Delivery and Improvement

Book venues for meetings or education sessions, keeping accurate details of associated costs.

Manage diaries and arrange meetings and appointments using appropriate electronic systems.

Engage in collaborate problem solving with co-workers and staff and other outside agencies.

Data Entry, using IRIS platform

Generating training compliance stats and reporting to senior teams

Operates office equipment including photocopying and printing

Type documents such as reports and letters as requested..

Maintains records, both electronically and by filing of paper records.

Follows office procedures and practices in allocated tasks, which may include using medical records systems, appointment scheduling and the use of medical terminology.

Uses appropriate computer-based systems to enter staff information, schedule appointments, and maintain databases.

Monitors and maintains appropriate levels of stationery and order as and when necessary, informing managers of any potential problems in good time.

Maintains health and safety in the department and report all incidents and accidents to the Administration Manager as soon as possible, in accordance with departmental and trust policy.

Records any change of name from marriage. Completes all paperwork/ amendments emails, staff badges for example.

Composes all orientation packages and programmes for new starters. This includes new starter forms, ID badges, and start dates. Point of contact for any issues associated with new starters.

Completes and returns all amendment forms for staff within maternity services following management agreement. Obtains approvals and completes associated paperwork, filing within staff records.

Maintains records for education department, including training days, qualifications, and attendance records.

People Management and Development

Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.

Use own judgement to prioritise tasks according to the needs of the service.

Supervise the work of junior staff members, temporary and voluntary workers as required.

Acts as a point of contact for any staff issues with contracts, start dates, and paperwork.

Keep a record of appraisals for maternity services. Notifying line managers of monthly appraisals due. Receiving confirmation once appraisals are completed to inform performance management update the system and file within the notes.

Work in a collaborative and supportive way with internal and external stakeholders to ensure the best possible experience is delivered for our staff and provide support to other teams at times of peak demand.

Check for on-time completion of recruitment and selection activities following up outstanding activities and completion of paperwork keeping managers informed at all times.

Manage the organisational and administrative arrangements for induction and training programme in a timely fashion

To use IRIS in a administrative capacity to ensure the booking and completion of all Trust education

To update Statutory and Mandatory training spreadsheets on a regular basis to ensure all members of staff are up to date and to prompt staff members to complete training when necessary.

Patient Care Delivery

Respond to telephone enquiries and emails coming into the practice development team, using personal judgment to action, problem solve and escalate as required appropriately.

Learning and Development

Attend mandatory training updates as required.

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

Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

Identify own learning needs and jointly plan training requirements with your line manager

Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.

Person Specification

Essential

Essential

• 5 GCSE's or equivalent (NVQ Level 3
• Demonstrated knowledge and awareness of clerical and administrative procedures and systems

Desirable

• Experience of working within a team.
• oKnowledge and awareness of confidentiality issues relating to the Data Protection Act and Computer Misuse Act

Equality, Diversity, and Inclusion

Essential

• Evidence of having championed diversity in previous roles (as appropriate to role
• Evidence of having undertaken own development to improve understanding of equalities issues

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

St Richards Hospital

Spitalfield Lane

Chichester

PO19 6SE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)