Job summary
This is an exciting opportunity to join our new and rapidly growing Robotic Process Automation (RPA Team).
The team provide an RPA service for the whole organisation, delivering a range of automated processes that supports both clinical and corporate services through system integrations.
The RPA Administrator will be responsible for providing administrative support to the RPA Manager for a pipeline of automated processes.
Main duties of the job
Organising meetings and workshops including preparing agendas, circulating and distributing papers
Taking notes and minutes of meetings
Report, track and coordinate activity plans for each new automation project. Maintaining electronic project documentation, action logs and files
Monitoring, progressing and reporting plans and actions with team members and other stakeholders
Collate and distribute monthly highlight reports and monthly dashboards for reporting progress of individual project streams
Supporting the triage and escalation of RPA issues
Responsible for collection, data analysis, validation, and presentation of information, making interpretations from sometimes complex / ambiguous information
Preparation of reports, presentations, letters and other documents to a very high standard
Provide support to the Waiting List Validation Patient Text Service.
Provide general administrative support in a timely way as required by workstream leads
Support the delivery of strategic plans and realisation of associated objectives and benefits
Provide support and input for projects and ad hoc tasks as required
About us
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.
At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you're looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients' lives, HDFT could be the place for you!
We offer colleagues:
- A supportive culture so colleagues can bring their whole selves to work.
- Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
- Employee Support and wellbeing - we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.
Please note:
- Due to high levels of interest, posts may close early if we reach a sufficient number of applications
- Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
- Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
- All job offers are subject to satisfactory pre-employment checks.
Job description
Job responsibilities
The RPA Administrator has particular responsibility for:-
1. Arranging meetings and workshops, etc., on behalf of the RPA Team, preparing agendas and collating papers and distribution, keeping records of apologies received etc;
2. To attend meetings as minute/note taker and at these meetings take a record of attendees, apologies and those not present, take and transcribe minutes and actions of meetings and distribute to all required within an appropriate timescale, using the appropriate technology;
3. Chase and progress actions agreed to ensure regular and appropriate updates are provided;
4. Prepare, manage and distribute electronic documentation;
5. Update plans and RPA project registers/logs and, where required, obtain updates and information from key stakeholders;
6. Act as point of contact for members of the RPA Team who may be absent from the office or on holiday;
7. Provide support to the Waiting List Validation Patient Text Service by;
o Providing end users with access and training in the use of the Netcall Patient Hub (full training will be provided)
o Ensuring data capture of non-responses and issuing letters to the respective patients
o Keep an up-to-date list of Consultants and Secretaries contact details for RPA use
o Provide reports on patient-requested discharge rates and compliance with clinical validation requests.
o Manning of the Waiting List Validation inbox for identification of RPA System Exceptions or Business Exceptions that have been left unchecked.
8. Set up and maintain electronic filing systems as required;
9. To communicate effectively and establish good working relations with a wide range of staff and third-party suppliers;
10. Develop knowledge of RPA technology and its role in streamlining administrative processes. Remain up to date regarding relevant developments to ensure an underlying understanding and provide context to the administrative tasks undertaken.
11. Deliver objectives and meet deadlines within timescales and resources.
12. Assist in maintaining own and others health, safety and security;
13. Act within legislation, policies and procedures relating to information governance. Attend statutory/mandatory training;
14. To support others effectively during times of change and work with others to overcome problems and tensions as they arise;
15. To work without direct supervision, using initiative and being able to make decisions without reference to a supervisor or manager;
16. To use sound judgement to seek advice or alert managers and staff to issues, particularly in the absence of RPA staff where Business Continuity Plans must be invoked in an RPA outage;
17. Good organisational skills and ability to prioritise and organise own workload in order to meet strict deadlines
18. Ability to communicate effectively via email, telephone, face-to-face and in meetings with staff at various levels across the Trust
19. The post holder should be able to maintain a good understanding of policy issues and be aware of current developments in and across the area of responsibility;
20. Undertake any other task which may be reasonably expected of the post-holder
Job description
Job responsibilities
The RPA Administrator has particular responsibility for:-
1. Arranging meetings and workshops, etc., on behalf of the RPA Team, preparing agendas and collating papers and distribution, keeping records of apologies received etc;
2. To attend meetings as minute/note taker and at these meetings take a record of attendees, apologies and those not present, take and transcribe minutes and actions of meetings and distribute to all required within an appropriate timescale, using the appropriate technology;
3. Chase and progress actions agreed to ensure regular and appropriate updates are provided;
4. Prepare, manage and distribute electronic documentation;
5. Update plans and RPA project registers/logs and, where required, obtain updates and information from key stakeholders;
6. Act as point of contact for members of the RPA Team who may be absent from the office or on holiday;
7. Provide support to the Waiting List Validation Patient Text Service by;
o Providing end users with access and training in the use of the Netcall Patient Hub (full training will be provided)
o Ensuring data capture of non-responses and issuing letters to the respective patients
o Keep an up-to-date list of Consultants and Secretaries contact details for RPA use
o Provide reports on patient-requested discharge rates and compliance with clinical validation requests.
o Manning of the Waiting List Validation inbox for identification of RPA System Exceptions or Business Exceptions that have been left unchecked.
8. Set up and maintain electronic filing systems as required;
9. To communicate effectively and establish good working relations with a wide range of staff and third-party suppliers;
10. Develop knowledge of RPA technology and its role in streamlining administrative processes. Remain up to date regarding relevant developments to ensure an underlying understanding and provide context to the administrative tasks undertaken.
11. Deliver objectives and meet deadlines within timescales and resources.
12. Assist in maintaining own and others health, safety and security;
13. Act within legislation, policies and procedures relating to information governance. Attend statutory/mandatory training;
14. To support others effectively during times of change and work with others to overcome problems and tensions as they arise;
15. To work without direct supervision, using initiative and being able to make decisions without reference to a supervisor or manager;
16. To use sound judgement to seek advice or alert managers and staff to issues, particularly in the absence of RPA staff where Business Continuity Plans must be invoked in an RPA outage;
17. Good organisational skills and ability to prioritise and organise own workload in order to meet strict deadlines
18. Ability to communicate effectively via email, telephone, face-to-face and in meetings with staff at various levels across the Trust
19. The post holder should be able to maintain a good understanding of policy issues and be aware of current developments in and across the area of responsibility;
20. Undertake any other task which may be reasonably expected of the post-holder
Person Specification
Shortlisting
Essential
- NVQ level 3 /equivalent qualification in Business Administration
Desirable
- Foundation Level Project Management Qualification
Essential
Essential
- Experience of how to plan and organise multiple activities or projects which require formulation and/or adjustment.
- Strong basic numeracy and general IT skills inc Microsoft Word and Excel
- Evidence of collaborative working in the delivery of aims and objectives
Desirable
- Experience of working in the NHS or public sector organisation
Person Specification
Shortlisting
Essential
- NVQ level 3 /equivalent qualification in Business Administration
Desirable
- Foundation Level Project Management Qualification
Essential
Essential
- Experience of how to plan and organise multiple activities or projects which require formulation and/or adjustment.
- Strong basic numeracy and general IT skills inc Microsoft Word and Excel
- Evidence of collaborative working in the delivery of aims and objectives
Desirable
- Experience of working in the NHS or public sector organisation
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).
