Job summary
An exciting opportunity has arisen for a Non-Medical Prescribing Administrator to join our team on a fixed term 12-month basis!
Mersey & West Lancashire Teaching Hospitals NHS Trust's aim is for Lead Employer to be the preferred provider of choice within the NHS by providing a world class service, whilst at the same time offering a competitive rate to potential clients. This post is an opportunity to become part of a forward-thinking team with a learning organisation ethos.
"The JD & PS are currently under AfC review and are subject to change"
Main duties of the job
The NMP Administrator will be accountable to then MP lead Nurse.
The NMP Administrator, you will provide administrative support to the senior management team within Quality and Risk.
As a highly skilled and experienced secretary/ administrator, you will provide a wide range of support and service with strong verbal/written communication skills and high attention to detail and accuracy.
As an experienced professional you will be used to managing confidential correspondence/matters and have a flexible approach with the ability to function effectively in a fast-paced environment with excellent interpersonal skills to deal with many people at all levels.
You will have the ability to maintain professional and pleasant demeanour, have excellent organisational skills and the ability to multi- task.
Duties described are not exhaustive and may be varied from time to time. The values of Mersey & West Lancashire Teaching Hospitals NHS Trust are integral to the way you are expected to perform.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
Communication and Relationships
- Ensure good communication pathways are maintained within the respective teams, Clients, and other stakeholders.
- Acts as an advocate for the Service.
- Production and delivery of letters, reports, presentations, etc.
- Travel to client organisation, if required, to support the NMP Lead Nurse
- Support and participate in regular team meetings.
Knowledge
- Advanced knowledge of the Microsoft Suite i.e., Outlook, Word, PowerPoint, Excel etc.
- Knowledge of how to review and implement policies, procedures, and processes
- Knowledge of the full range of secretarial and administrative processes and procedures.
Analysis and Judgement
- Identify potential service or resourcing issues with the support being provided in this role and suggest ways to avoid operational standards or performance from slipping e.g., to meet specific deadlines.
- Ensure quality assurance and quality checking is carried out.
- If required, monitor projects, work programmes etc. within the processes/ guidelines of the Service.
- Have a thorough understanding of the Service Level Agreement; any associated key performance indicators of each NMP.
- Interpretation of data and analysis of information to assist with Client/ Service reporting.
- Monitor issues through an issues/learning log.
- Assist with the production of the NMP performance report, as required.
- Maintain and develop own knowledge and skills as planned through appraisal.
Planning and Organising
- Responsible for organising own day to day work.
- Plan and priorities key areas of work, identifying any areas of high importance and/or risk with the NMP Lead Nurse.
- Support the projects within the teams; ensuring administrative standards are met and version control optimised.
- Monitor and update data bases, timetables, audits etc., as required.
- Deal with incoming mail, make appointments, arrange and servicing meetings, accept phone calls, maintain diaries, and take necessary action within agreed processes/procedures.
- Organise and participate in meetings as necessary, producing minutes and/or action plans of the meetings and distribute accordingly, together with any relevant documents.
- Oversee Service timetables and adjust and communicate out any associated changes/alterations.
- Priorities workload to ensure an element of cross-cover. Liaise with NMP Lead Nurse regarding long-term cover arrangements where necessary.
- Ensure best use is made of the systems available, such as Outlook etc.
Physical Skills and Effort
- Standard keyboard/use of computer packages.
Patients/Clients/Customers
- Provide high standard business administrative services.
- Provide advice to managers and staff in respect of business administrative support.
Policy and Service Development
- Understand your part in the Service Value Stream and apply any changes in conjunction with the NMP Administrator role.
- Take part in the Services compliance audit programmed, as required.
- Support the development and review of standard operating processes (SOPs).
- Support service projects, ensuring administrative processes assist the success of each project.
Financial and Physical Resources
- Understand the Service catalogue of services and associated costs to enable informed administrative support for the NMP Lead.
Leadership, Management and Training
- Delegate and priorities workloads, as appropriate.
- Ensure all mandatory and statutory training is up to date
- With appropriate training and in-line with STHKs procedures, participate in the recruitment and selection of staff.
- Participate in the induction and training of other administrative staff, as required.
- Support the production and delivery of teaching and development programmes, as required.
Record Keeping, Information Technology and Governance
- Participate in the Service compliance audit programmed.
- Create and maintain accurate records and documents (paper/electronic) in line with document Proficient in the Microsoft suite of software, especially Outlook, Word and Excel and the use of spread sheets.
- Assist with the generation of reports and information for meetings.
- Support the document control management system with the Service.
- To set up audio and visual equipment for meetings.
Research and Development
- Develop, implement, and participate in surveys and audits relevant to the Service and manage any action plans, as required.
- Provide data to contribute to the reporting obligations of the Service.
Decision Making and Autonomy
- Day to day management of own work and if required supervision of staff. Work is managed not supervised. Works on own initiative.
Physical Skills and Effort
Mental Effort
- Concentration required for providing professional business support to two Assistant Directors, meetings, checking documents and analysing statistics, interruptions to deal with any issues.
Emotional Effort
- May be exposed to emotional situations e.g., Client issue.
- Always maintains a calm professional approach.
Working Conditions
- Office conditions/uses keyboard for significant proportion of the day.
- Some off-site working, which will require travel.
- Occasional risk of challenging behaviour from Clients.
Job description
Job responsibilities
KEY DUTIES
Communication and Relationships
- Ensure good communication pathways are maintained within the respective teams, Clients, and other stakeholders.
- Acts as an advocate for the Service.
- Production and delivery of letters, reports, presentations, etc.
- Travel to client organisation, if required, to support the NMP Lead Nurse
- Support and participate in regular team meetings.
Knowledge
- Advanced knowledge of the Microsoft Suite i.e., Outlook, Word, PowerPoint, Excel etc.
- Knowledge of how to review and implement policies, procedures, and processes
- Knowledge of the full range of secretarial and administrative processes and procedures.
Analysis and Judgement
- Identify potential service or resourcing issues with the support being provided in this role and suggest ways to avoid operational standards or performance from slipping e.g., to meet specific deadlines.
- Ensure quality assurance and quality checking is carried out.
- If required, monitor projects, work programmes etc. within the processes/ guidelines of the Service.
- Have a thorough understanding of the Service Level Agreement; any associated key performance indicators of each NMP.
- Interpretation of data and analysis of information to assist with Client/ Service reporting.
- Monitor issues through an issues/learning log.
- Assist with the production of the NMP performance report, as required.
- Maintain and develop own knowledge and skills as planned through appraisal.
Planning and Organising
- Responsible for organising own day to day work.
- Plan and priorities key areas of work, identifying any areas of high importance and/or risk with the NMP Lead Nurse.
- Support the projects within the teams; ensuring administrative standards are met and version control optimised.
- Monitor and update data bases, timetables, audits etc., as required.
- Deal with incoming mail, make appointments, arrange and servicing meetings, accept phone calls, maintain diaries, and take necessary action within agreed processes/procedures.
- Organise and participate in meetings as necessary, producing minutes and/or action plans of the meetings and distribute accordingly, together with any relevant documents.
- Oversee Service timetables and adjust and communicate out any associated changes/alterations.
- Priorities workload to ensure an element of cross-cover. Liaise with NMP Lead Nurse regarding long-term cover arrangements where necessary.
- Ensure best use is made of the systems available, such as Outlook etc.
Physical Skills and Effort
- Standard keyboard/use of computer packages.
Patients/Clients/Customers
- Provide high standard business administrative services.
- Provide advice to managers and staff in respect of business administrative support.
Policy and Service Development
- Understand your part in the Service Value Stream and apply any changes in conjunction with the NMP Administrator role.
- Take part in the Services compliance audit programmed, as required.
- Support the development and review of standard operating processes (SOPs).
- Support service projects, ensuring administrative processes assist the success of each project.
Financial and Physical Resources
- Understand the Service catalogue of services and associated costs to enable informed administrative support for the NMP Lead.
Leadership, Management and Training
- Delegate and priorities workloads, as appropriate.
- Ensure all mandatory and statutory training is up to date
- With appropriate training and in-line with STHKs procedures, participate in the recruitment and selection of staff.
- Participate in the induction and training of other administrative staff, as required.
- Support the production and delivery of teaching and development programmes, as required.
Record Keeping, Information Technology and Governance
- Participate in the Service compliance audit programmed.
- Create and maintain accurate records and documents (paper/electronic) in line with document Proficient in the Microsoft suite of software, especially Outlook, Word and Excel and the use of spread sheets.
- Assist with the generation of reports and information for meetings.
- Support the document control management system with the Service.
- To set up audio and visual equipment for meetings.
Research and Development
- Develop, implement, and participate in surveys and audits relevant to the Service and manage any action plans, as required.
- Provide data to contribute to the reporting obligations of the Service.
Decision Making and Autonomy
- Day to day management of own work and if required supervision of staff. Work is managed not supervised. Works on own initiative.
Physical Skills and Effort
Mental Effort
- Concentration required for providing professional business support to two Assistant Directors, meetings, checking documents and analysing statistics, interruptions to deal with any issues.
Emotional Effort
- May be exposed to emotional situations e.g., Client issue.
- Always maintains a calm professional approach.
Working Conditions
- Office conditions/uses keyboard for significant proportion of the day.
- Some off-site working, which will require travel.
- Occasional risk of challenging behaviour from Clients.
Person Specification
Our Values
Essential
- We are Kind
- We are Open
- We are Inclusive
Qualifications
Essential
- Educated to GCSE level and/or equivalent qualification and/or equivalent experience
- Committed to Continuous Professional Development (CPD)
- NVQ Level 4 in Business Administration or above and/or equivalent qualification and/or equivalent experience
Knowledge & Experience
Essential
- Significant previous experience in a business administrative or secretarial role, involving working with key internal and external contacts at all levels, including senior management/director level
- Proven experience of a range of business administration / secretarial procedures
- Experienced in proactively managing complex diaries, preparing for meetings and taking minutes of meetings
- Experience of working effectively with the required IT systems, including Microsoft Office (Excel, PowerPoint, Word, Outlook etc.)
Desirable
- Fully experienced in audio typing
- Experienced in managing people
Other
Essential
- Flexible approach to changing business needs
Person Specification
Our Values
Essential
- We are Kind
- We are Open
- We are Inclusive
Qualifications
Essential
- Educated to GCSE level and/or equivalent qualification and/or equivalent experience
- Committed to Continuous Professional Development (CPD)
- NVQ Level 4 in Business Administration or above and/or equivalent qualification and/or equivalent experience
Knowledge & Experience
Essential
- Significant previous experience in a business administrative or secretarial role, involving working with key internal and external contacts at all levels, including senior management/director level
- Proven experience of a range of business administration / secretarial procedures
- Experienced in proactively managing complex diaries, preparing for meetings and taking minutes of meetings
- Experience of working effectively with the required IT systems, including Microsoft Office (Excel, PowerPoint, Word, Outlook etc.)
Desirable
- Fully experienced in audio typing
- Experienced in managing people
Other
Essential
- Flexible approach to changing business needs
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.
