Job summary
You will support the locality hub for which you work in delivering and implementing strategic plans. In addition you will be responsible for the management of the administration team and in the provision of an effective and comprehensive clinical and non-clinical administration service.
You are responsible for the day-to-day supervision and management of lower banded staff within your team locality. As required by your manager, this may include ensuring new staff are appropriately inducted, that staff receive appropriate supervision, have an annual appraisal and are compliant with mandatory training requirements. Where appropriate this may include the requirement you manage these staff in line with agreed Trust HR processes.
Main duties of the job
You will be expected to work collaboratively with key partner organisations, service users, carers, clinicians and other practitioners within the multi-disciplinary team in delivering services; providing a 7-day a week, 24-hours a day service for 365 days a year working shifts, where appropriate and operationally required.
In delivering your duties you are expected to display behaviours that are aligned with the Trust values and as required in accordance with the NHS Constitution at all times.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
- Ensuring that all information is entered onto Trust systems in a timely manner
- Delivering and implementing strategic plans within your area of responsibility
- Work across the team providing support / advice to those administration staff working in the lower banded posts
- Provide support to coordinate and arrange professional meetings for the Team as required, taking appropriate minutes
- Arrange hub cover for colleagues during periods of leave
- Record appropriately all staff sick absence within the Team
- Participate in disciplinary / grievance procedures for administration staff, ensuring that Trust Policies are followed
- Complete / collate monthly staff salary returns for the Team
- Maintain staff training records for the Team and ensure they are kept up to date
- Be overall responsible for planning and prioritising and the distribution of the workload from the clinical team to the admin team
- Responsible for the direct management / supervision of the administration team
- Responsible for the implementation of Trust policies relating to administration issues
- Work closely with the Locality Manager to ensure that the functions of the administration team are reviewed periodically and where appropriate developed to meet changing needs in line with other Trust services
- Overall responsibility for the reimbursement of service user travelling expenses in line with Trust Policy
- Overall responsibility for maintaining records of persons entering / leaving premises to meet fire, insurance and Trust regulations
- Manage the selection and recruitment of all administration staff within the team
- Overall responsibility for ensuring accurate Minimum Data Sets are submitted by due deadlines
- Overall responsibility for collating / recording computerised quality assurance / evaluation data as necessary
- Overall responsibility to ensure that information is accurately recorded in line with Monitor / CQC and Trust Data Information requirements
- Provide administration support to senior staff in all types of investigations
Job description
Job responsibilities
- Ensuring that all information is entered onto Trust systems in a timely manner
- Delivering and implementing strategic plans within your area of responsibility
- Work across the team providing support / advice to those administration staff working in the lower banded posts
- Provide support to coordinate and arrange professional meetings for the Team as required, taking appropriate minutes
- Arrange hub cover for colleagues during periods of leave
- Record appropriately all staff sick absence within the Team
- Participate in disciplinary / grievance procedures for administration staff, ensuring that Trust Policies are followed
- Complete / collate monthly staff salary returns for the Team
- Maintain staff training records for the Team and ensure they are kept up to date
- Be overall responsible for planning and prioritising and the distribution of the workload from the clinical team to the admin team
- Responsible for the direct management / supervision of the administration team
- Responsible for the implementation of Trust policies relating to administration issues
- Work closely with the Locality Manager to ensure that the functions of the administration team are reviewed periodically and where appropriate developed to meet changing needs in line with other Trust services
- Overall responsibility for the reimbursement of service user travelling expenses in line with Trust Policy
- Overall responsibility for maintaining records of persons entering / leaving premises to meet fire, insurance and Trust regulations
- Manage the selection and recruitment of all administration staff within the team
- Overall responsibility for ensuring accurate Minimum Data Sets are submitted by due deadlines
- Overall responsibility for collating / recording computerised quality assurance / evaluation data as necessary
- Overall responsibility to ensure that information is accurately recorded in line with Monitor / CQC and Trust Data Information requirements
- Provide administration support to senior staff in all types of investigations
Person Specification
Education/Qualifications
Essential
- Educated to degree level or equivalent or able to demonstrate knowledge and experience of a range of administrative procedures and policies acquired through training and experience
- Good written and spoken English
- NVQ3 or equivalent experience
- RSA 3 or equivalent from another recognized professional body i.e. 'Pitmans'
Desirable
- Business Management Qualification
Knowledge
Essential
- Advanced IT knowledge i.e. Word / Excel, PowerPoint and Outlook
- Knowledge of a full range of secretarial and administration procedures including diary management and arranging appointments. This includes work allocation, problem solving for a team or area of work, as well as answering queries and progress chasing, plus developing alternative or additional procedures
- Experience of creating records and filing systems and database management using an electronic information system
- Working knowledge of Key Performance Indicators (KPIs) Knowledge of all Trust Policies
Desirable
- Audio Typing Knowledge of Monitor / CQC and Trust Data Information requirements
- Working knowledge of the Remedy Clinical Information System
Skills/Experience
Essential
- Experience in the Performance Management of Staff
- Experience of direct line management of staff including the allocation of work and having the ability to identify areas where additional support may be required and acting upon this
- Experience of working effectively within a team environment
- Experience of dealing with confidential and complex / sensitive information Previous experience of working in an administrative / secretarial environment
- Experience of handling petty cash budget
Desirable
- Previous experience of working in the NHS
- Experience of working in the Mental Health environment Experience in future planning of team environment / workload
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate
Additional Qualities
Essential
- Fitness Analysis as appropriate
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings
Person Specification
Education/Qualifications
Essential
- Educated to degree level or equivalent or able to demonstrate knowledge and experience of a range of administrative procedures and policies acquired through training and experience
- Good written and spoken English
- NVQ3 or equivalent experience
- RSA 3 or equivalent from another recognized professional body i.e. 'Pitmans'
Desirable
- Business Management Qualification
Knowledge
Essential
- Advanced IT knowledge i.e. Word / Excel, PowerPoint and Outlook
- Knowledge of a full range of secretarial and administration procedures including diary management and arranging appointments. This includes work allocation, problem solving for a team or area of work, as well as answering queries and progress chasing, plus developing alternative or additional procedures
- Experience of creating records and filing systems and database management using an electronic information system
- Working knowledge of Key Performance Indicators (KPIs) Knowledge of all Trust Policies
Desirable
- Audio Typing Knowledge of Monitor / CQC and Trust Data Information requirements
- Working knowledge of the Remedy Clinical Information System
Skills/Experience
Essential
- Experience in the Performance Management of Staff
- Experience of direct line management of staff including the allocation of work and having the ability to identify areas where additional support may be required and acting upon this
- Experience of working effectively within a team environment
- Experience of dealing with confidential and complex / sensitive information Previous experience of working in an administrative / secretarial environment
- Experience of handling petty cash budget
Desirable
- Previous experience of working in the NHS
- Experience of working in the Mental Health environment Experience in future planning of team environment / workload
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate
Additional Qualities
Essential
- Fitness Analysis as appropriate
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Essex Partnership University NHS Foundation Trust
Address
Bungalow - travel to other sites required
Colchester
CO4 5JL
Employer's website
https://eput.nhs.uk/ (Opens in a new tab)
