Admin Lead

Job description

Job responsibilities

Receive and welcome all patients, visitors and colleagues

The post holder will be required to work with computers/display screen equipment for prolonged periods, frequently sitting inputting data and word processing.

The post holder will lead the reporting of local, regional and national data extraction supporting the Service Support Lead in any relevant submissions.

Provide and receive verbal and written information with patients, staff and carers communicating effectively using confident interpersonal skills, tact and persuasive skills.

Maintain a tidy office ensuring all patient identifiable information is securely stored at the end of each working day

Plan and organise own time and meetings or events for the department

Attend meetings, courses and professional events as appropriate providing feedback or creating meeting minutes as required.

Ensure care and proper use of Trust equipment and supplies

Manage the supply, collation and analysis of administrative audits and patient feedback surveys ensuring the department is continually listening, reviewing and updating

Be accountable for own work and take responsibility for own continuing professional development

Be aware of and comply with all Trust policies and procedures.

Be aware of and comply with all local departmental policies and procedures

Undertake surveys or audits participating in continuous review and update of relevant policies and procedures within the locality

Be an expert user of all relevant software applications including; Trust Intranet, Idox Lilie, ESR, email and dictation hard/software

Maintain a happy and supportive work environment

The post holder will be required to deal with an unpredictable workload and will need to maintain concentration to ensure accuracy and efficiency

The post holder may be required to process distressing or emotional information relating to service users, e.g. processing patients clinical history described in patient records

Plan and maintain an effective administration work rota

To undertake the role of project manager within identified pieces of administrative work as necessary

To take an active role in the locality leadership team and attend the Locality Operational & Governance Group and Local Staff Meetings

Communication

To maintain client confidentiality at all times

To liaise with the multidisciplinary team to ensure effective administrative service delivery as appropriate

Follow methods of work that ensure confidentiality at all times

Maintain efficient filing systems ensuring these are kept up to date including archiving process

Develop and maintain excellent working relationships between all members of the locality

Budgetary Responsibility

The post holder will be an authorised signatory and be required to sign P forms

Co-ordinate departmental stationary stock control and purchase certain assets via delegated budget and financial requisitioning responsibility

Work in support of the budget holder, to recognise areas for efficiencies, savings and innovations

Be a responsible team member with regards to resource and sustainability

People Management

Responsible for day-to-day supervision of the locality administrative staff team

Responsible for day-to-day supervision, management and development of locality administrative staff team: HR processes, sickness monitoring and management, appraisals, 1:1s, recruitment, reviewing work performance and progress, work allocation and rota planning and maintenance.

Responsibility as line manager for the locality administrative staff team members

Maintaining own professional development and requirement to take part in appraisal and KSF process

Support and partake in any locality Research & Development activities as required

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to Trust Infection Prevention and Control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust

The post holder must participate in clinical and other audits as required

Provide patients and their families /carers with information on standards they should expect from the team

The post holder is required to participate in relevant emergency preparedness process for their team.

General

The post holder must at all times carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

Person Specification

Qualifications and Training

Essential

• Educated to GCSE level English or equivalent
• Knowledge of a full range of secretarial procedures, software programmes and terminology acquired through NVQ Level 3, RSA Level 3 or equivalent experience
• A skilled operator of computers and software

Desirable

• Higher Education qualification in administration or business

Experience

Essential

• Experience of working within a customer focussed environment
• Experience of leading a team
• Detailed background of clinical service administration, administrative procedures and software programmes developed through advanced theoretical and practical knowledge and experience
• Highly competent user of computers and general software systems
• Experience of successful line management of staff including recruitment, induction, competencies, appraisals and performance monitoring

Desirable

• Detailed knowledge of medical terminology

Skills

Essential

• Knowledge in IT systems, in particular Idox Lilie
• Ability to work on own initiative and flexibly as part of wider team to meet needs and demands of role
• Can demonstrate flexibility of approach shows a realistic appreciation of the challenges of working with children and young people/vulnerable adults
• Accepts responsibility and accountability for own work and can define the responsibilities of others
• Shows respect for others' feelings, views and circumstances

Desirable

• Audit experience

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

Cambridgeshire Community Services NHS Trust

Address

iCaSH Peterborough

Kings Chambers, 39-41 Priestgate

Peterborough

PE1 1JL

Employer's website

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