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Detailed job description and main responsibilities

Key Responsibilities:

Teamwork

As a team, ensure that all functions within the speciality are completed.

• Maintain close working relationships with colleagues within the department and Clinical Business Unit.
• Work flexibly and liaise with other non-clinical assistants and other departments within the organisation to maintain smooth running of the service.
• Advise the Administrative Team Leader or the Lead Nurses of any points of concern in relation to the administration of the service and processes in place.
• To assist the senior nursing team to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the staff and meets the performance requirements of the Trust in accordance with the policies.
• Be aware of workload and pressures within other areas enabling support to be given to the team as necessary

Communication

• Communicate in an appropriate manner with staff across the Trust and bodies external to the Trust.
• Deal with any problems in a constructive manner, communicating with relevant staff as necessary.
• Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues

Operational and Administration Processes

Administration

The post-holder is required to maintain both paper and computerised records in accordance with Trust standards.

Staff Records

• To set up and maintain staff personal files.
• Prepare rosters by adding requests, annual leave and study leave as appropriate. Check rosters daily for discrepancies and action accordingly. This includes managing annual leave, recording staff absence, updating staff working patterns and ensuring study leave is accurately recorded.
• To use the Electronic Staff Record Service to update all changes to staff posts including; change of hours, post, starters and leavers in a timely manner.
• Support the senior nurses with the recruitment process paperwork and checks.
• To monitor sickness absence and arrange sickness absence meetings as required. Maintain departmental sickness statistics.
• To type invite and outcome letters relating to human resource issues as required.
• Book annual appraisal appointments and 1:1 meetings, prepare paperwork and type up the actions and ensure placed on individuals’ file.
• Produce department statistics as required

General Admin duties to include:

• To undertake general duties such as typing, photocopying and emailing of information, including distribution of copies as appropriate.
• Accurate filing of information for the Lead Nurses.
• Presentation of letters and forms for signature.
• Timely distribution of letters and information, both for Trust and external post.
• Opening of post and appropriate distribution of correspondence.
• Organise any meetings for the team as appropriate.
• Take notes at nursing led department meetings and produce typed minutes.
• To book external meetings and training as required.
• Database entry as required.
• Audiotyping of documentation and correspondence as required.
• Enter information onto Trust/service databases/spreadsheets in order that data collection can be undertaken for reporting purposes and facilitation of service improvement

Resource Management

• To be aware of resource issues in the use of equipment and resources.
• To monitor and order all relevant stationery.
• To make requests using the charitable funds request system when required.
• Prepare documentation as and when required

Standards and Performance

Responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies.

• Adhere to all administration standards.
• Ensure data and information (both paper and electronic) is completed in accordance with agreed policies and procedures.
• Following guidance, work within defined local targets i.e. sickness rates, MPA returns and report issues to the Lead Nurses and/or Administrative Team Leader.
• Ensure that data collection complies with the Caldicott and the General Data Protection Regulation 2018 (GDPR).
• In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (SystmOne, Medway, e-Track, Anglia ICE and other databases) in an accurate and timely manner

Additional Information

• Organise and control own workload ensuring deadlines are observed and duties performed efficiently.
• To develop IT skills as may be required to fulfil the responsibilities of the post.
• To work flexibly across the Cancer administrative service and support colleagues as required with fluctuating workloads.
• Contribute towards any audits undertaken by nursing staff in the department.
• To ensure that all duties are carried out to the highest possible standard.
• All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements under the Data Protection Act.
• Any other duties which may be required in order to facilitate the efficient and effective running of the Services.
• Plan and organise workload ensuring deadlines are adhered to.

• Any other duties which may be required to assist the Administrative Team Leader with the efficient and effective running of the Specialist Nursing Service.