HealthJobsUK

Detailed job description and main responsibilities

Organisational

• Day to day line management and supervision of Admin and Clerical Band 2, 3 and 4 staff across a wide range of roles, including work allocation when necessary.
• Liaise with a range of staff, service users and external partners and communicate complex, sensitive, and distressing information across service pathways.
• Review administrative systems and processes, developing policies and proposing and implementing improvements to working practices and procedures in line with relevant KPI requirements.
• Manage projects and support consultations as decided by the Admin Ops Manager.
• Monitor personnel activity across the region, ensuring that as far as possible, the admin and clerical workload is covered with the sites / localities on a daily basis and during planned or unplanned absence. There may be a requirement to help cover these posts.
• Conducting appraisals for Admin and Clerical staff; assessing training needs and instigating appropriate action. Maintaining mandatory training records and ensuring staff are compliant.
• Recording and monitoring of staff sickness and annual leave and other absence, completion of payroll documents and responsibility for ensuring that personal files are maintained and up to date.
• Managing staff performance issues, dealing with first level grievances, disciplinaries and handling complaints.
• As an authorised signatory, manage and review a delegated budget, identifying potential problems and proposing solutions. Verify and authorise admin and clerical claims, overtime, annual leave etc.
• Organise, plan and attend admin and clerical team meetings, cascade information and discuss issues.
• Assist with recruitment, selection and induction of Admin and Clerical staff.
• To receive and process referrals into the service, which may be To liaise with health professionals to triage and correctly process referrals.
• To prioritise urgent referrals and to employ effective waiting list management and appointment booking as directed by Admin Ops Manager, resolving appointment conflicts, and identifying and seeking to resolve potential problems as they arise.

  Professional

• To demonstrate good customer care and communication skills when communicating with the public and with other health care professionals, overcoming barriers to understanding.
• To provide supervision and support to new starters, temporary staff and apprentices where required.
• To use a range of software programs and systems to produce, maintain and distribute documents including reports, spread sheets, databases and presentations.
• To understand a range of work procedures and practices, some of which are non- routine, and to work flexibly with all clinical services providing comprehensive administrative This will involve travel to other sites.
• To undertake a range of administrative duties including production of clinical summaries, reports, forms, letters and notices; maintaining schedules and diaries; organising meetings and undertaking formal minute-taking; preparing patient held records and notes; making room bookings and arranging room layout and equipment; undertaking absence reporting; monitoring and recording mandatory training and other reasonable duties as required.
• To be committed to working within a changing environment, responding positively to new demands and changes, and to be an active team member recognising potential problems, and escalating these and any constructive ideas for improvement on to the appropriate person.
• To set up and maintain comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and that filing is carried out in a timely and accurate manner.
• To be responsible for checking own work and the other members of the team, using a robust audit, and reporting process, to maintain the high quality of work undertaken.
• To be responsible for the efficient use of office equipment and To undertake ordering of office and clinical supplies, monitoring and maintaining stock levels, requisitioning, and receipting goods and services on NHS procurement systems and carrying out research into goods and services as required.
• To report maintenance, cleaning and health and safety issues in line with current procedures, keeping the line / site manager informed at all times.
• To implement policies for own work area and propose changes as necessary.
• It is the post-holder’s responsibility to ensure that they have undertaken all mandatory training, in line with the Trusts policies and procedure.