Administrative/Surveillance Assistant

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Administrative duties

Provide all administrative support across the entire programme of work of the Infection Prevention and Control team, including Sepsis and Tissue Viability.

• Provide a professional, friendly, supportive and positive working relationship with staff.
• To ensure communication channels are used appropriately to facilitate the flow of information from the IPCT to ward/department leaders, clinicians, and Trust committees, communication department
• Works to clearly defined policies

Work flexibly as needs dictate.

Assist in the sending of monthly, quarterly and annual reports for the team.

Support the production and update of project plans and performance reports using excel software to the requirements of the teams.

Attend meetings including outbreak control meetings, team meetings, Hospital Infection Prevention and Control Committee and other meetings as appropriate.

Organise conferences and external events as required.

Maintain and update the electronic diaries of the team

Maintain an electronic diary and appointment system to ensure effective use of team and own time.

Type correspondence, including emails, agendas, minutes and other documents from written copy, dictation or verbal instruction, on behalf of the team, and generate own correspondence as required.

Arrange and provide administrative support for meetings and events, including room/classroom booking, preparing agendas, compiling and distributing papers, arranging catering, providing travel directions and acting as first point of contact regarding meeting arrangements and attendance, taking minutes/action notes, and following up on action points.

Support the fit testing service by carrying out all aspects of fit testing and assist the team with the maintenance of the fit testing machines. Order any stock in relation to fit testing.

Support the team with the management of assets/equipment that are managed by the team.

Order stock as required.

Other general admin duties as required

Surveillance/Audit Duties

To use the Infection Prevention and Control surveillance system IC Net (including adding users to the system) and liaise with external company about the system as well as Trust IT to resolve any problems.

• To be responsible for data quality within the Team ensuring that information both provided and received by the area is accurate and valid. Any difficulties, identified should be resolved through discussion with the Team, and other as appropriate.
• To participate in the implementation of appropriate monitoring mechanisms in compliance with the Code of Practice for Healthcare Associated Infections (HCAIs) including carrying out hand hygiene audits.

To carry out hospital-wide audits as directed such as sharps safety, mattress audit and environment audits. To be able to communicate with staff about the audit and what you will be doing.

To assist in the collection of data for a yearly hospital-wide survey of knowledge about infection prevention and control.

To be proficient in obtaining information from patient administration systems including (but not limited to) Careflow, Christie Clinical Web Portal and Theatreman.

To collect surveillance data for the surgical site surveillance programme using the above systems and other patient records. To input SSI data into the appropriate software/programme.

To present data as required to the team

Able to use Excel , Word etc to set up documents and spreadsheets and extract information and Access databases. To use PowerPoint to develop and prepare presentations.

To be an active participant in the Healthcare-associated infection reduction (HAIR) collaborative.

To maintain patient confidentiality at all times.

Personal

Maintaining a high standard of personal work while acting as a member of a team.

• Be familiar with and observe the local rules of the department, Safety at Work and COSHH regulations.
• Implement policies and proposes changes to practices and procedures for own area. Demonstrate a pleasant and approachable manner and help create and promote a good working relationship.
• Show professional and courteous manner when answering the telephone and other enquires.
• Maintain confidentiality with regard to patient information both at work and outside of working hours.
• To be aware of and adhere to all policies including; sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments.
• To show respect for members of the team and endorse the departments philosophy of giving mutual support.
• Adhere to trust uniform policy

Professional development

To be responsible for own personal development and for maintaining a personal development plan.

Annually attend all mandatory study days as per Trust and unit guidance.

Maintain Continuous Professional Development in line with Trust Policy.

To further develop knowledge and skills by undertaking appropriate training and courses of study.

Any other duties, which after discussion, might be reasonable requested to maintain the smooth running of the department.

Person Specification

Qualifications

Essential

• oNVQ level 3 or equivalent experience

Experience

Essential

• oExperience of working with people in a healthcare setting
• oExperience of dealing with change
• oWorking as part of a team

Desirable

• oCustomer care experience/training

Skills

Essential

• oAbility to communicate verbally in a polite, clear and effective manner both face to face and by phone
• oAbility to make decisions, organise and prioritise under pressure
• oAbility to prioritise workload and adjust own work in the light of unexpected events or changing priorities using own initiative
• oGood keyboard and computer skills
• oDiligent, reliable and adaptable

Knowledge

Essential

• oKnowledge of patient information systems
• oIntermediate theoretical knowledge of work procedures developed through study and/or equivalent experience

Desirable

• oKnowledge of medical terminology
• oKnowledge of Excel, Word, Powerpoint

VALUES

Essential

• oAbility to demonstrate the organisational values and behaviours

OTHER

Essential

• oReliability
• oAbility to maintain calm under pressure
• oSensitivity and tact
• oSmart appearance
• oAbility to work flexibly

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

The Christie NHS FT

Address

Infection Control - E00020

Wilmslow Road

Manchester

M20 4BX

Employer's website

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