Administrator

Job description

Job responsibilities

Communication, Relationship Skills

Liaise with other Business Units as required to facilitate a seamless service

Act as a central point of contact and liaison for staff, referrers and public

Establish and maintain contact with a wide range of people

Communicate on a daily basis with other departments on site

Establish a good working relationship with other members of the Administration Team

Responsibilities for human resources including personal and people development

Identify own development needs

Apply knowledge and skills in relation to the KSF outline for the post

Help to prepare a Personal Development Plan with Line Manager

Take responsibility for own personal development and an active part in learning opportunities

Keep up to date records of own development review process

Health, safety and security

Report any issues at work that may put health, safety and security at risk

Summon immediate help for any emergency and take the appropriate action

Responsibility for Policy and Service Improvement, Development

Comply and implement all CSH policies, standards and guidelines Assist in the development of the Team to provide an efficient and responsive service

Constructively make agreed changes to own work seeking support as and when necessary

Support others in understanding the need for agreed changes

Evaluate own and others work when required to do so by undertaking audits

Make constructive suggestions as to how services can be improved for users and the public

Quality

Work as an effective and responsible team member

Prioritise own workload to meet priorities and reduce risks to quality

Monitor the quality of work in own area and alert others to quality issues

Provide support to other members of the admin team when necessary as requested by the Lead Administrator

Freedom to Act

Independently responsible for time management, planning and organisation of workload consulting managers only as required

Guided by CSH relevant policies, guidelines and standards when performing tasks

Recognise own boundaries and responsible for understanding grade limitations and seeking advice as appropriate

Equality, diversity and rights

Attend Diversity and Dignity at Work training and instil the principles you learn into your everyday working environment

Respect diversity and value people as individuals

Take account of own behaviour towards others

Identify and take action when own or others behaviour undermines equality and diversity

Responsibilities for information resources

Input, amend and modify information accurately and consistent with Policies/ Procedures

Collate and present information as requested using agreed systems and formats

Maintain the integrity of information and assure the quality

Store data and information safely and in a way that allows for retrieval

Keep the data/information system up to date

Provide administrative support to team using a variety of software systems

Effectively use appropriate methods and sources to obtain, record data, information

Maintain the integrity of information and assure the quality of

Store data and information safely and in a way that allows for retrieval

Keep the data, information system up to date

Collate and analyse the data, information

Comply with CSH policies and procedures throughout

Participate in clinical audit as required by Manager

Collect and provide research and statistical data as required

CORPORATE AND LOCAL POLICIES & PROCEDURES

All Staff to comply with the Organisations corporate and local policies and procedures on such subjects and clinical management and human resources.

CLINICAL GOVERNANCE

Clinical Governance is a Framework through which organisations delivering NHS services are accountable for continuously improving the quality of their services and safeguarding high standards of care by creating an environment in which clinical care will flourish. Employees must be aware that Clinical Governance places a duty on all health professionals, clinicians and managers alike to ensure that the level of clinical service they deliver to patients is satisfactory, consistent and responsive.

RISK MANAGEMENT, HEALTH & SAFETY

The post holder has a responsibility to themselves and others in relation to managing risk, health and safety and will be required to work within the policies and procedures laid down by the organisation. Staff are required to observe the Hygiene code and demonstrate good infection control and hand hygiene. Employees must be aware of the responsibilities placed on them by the Health & Safety at Work Act (1974) to ensure that the agreed safety procedures are carried out to maintain a safe environment for other employees and visitors. All staff have a responsibility to access occupational health, other staff support services and/or any relevant others in times of need and advice. Managers must also comply with the Code of Conduct for Managers working in the NHS and related organisational codes.

RECORDS MANAGEMENT

The post holder has responsibility for the creation and maintenance of records in accordance with the organisations policy and the Data Protection Act (1998). i.e. If required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold only for the specified registered purposes and to use or disclose the data only to authorised persons or organisations. The post holder has a responsibility to maintain timely and accurate record keeping and where appropriate, in accordance with professional guidelines. This includes post holders (where appropriate) who need to load accurate data on EMIS and any other clinical or non-clinical systems. The post holder is required to use the EMIS system and other clinical or non-clinical system in line with service specific requirements.

PATIENT AND PUBLIC INVOLVEMENT

The organisation has a statutory duty to ensure that patients, clients and members of the public are consulted and involved in decisions about local health service developments. As a organisation employee you should be mindful of this and do what you can, as appropriate to your role and level of responsibility, to meet this duty.

CONFIDENTIALITY

The post holder must at all times maintain confidentiality of information in accordance with professional and organisational policy. The post holder may access information only on a need to know basis in the direct discharge of duties and divulge information only in the proper course of duties.

EQUAL OPPORTUNITIES

It is the organisations intention to be an employer of choice and ensure that no job applicants or employees are unfairly disadvantaged on the grounds of gender, disability, race, ethnic origin, colour, age, sexual orientation, religion or belief, trade union membership, or any other factors that are not relevant to their capability or potential. To this end the organisation has an Equality & Diversity policy and it is the responsibility of each employee to contribute to its success.

FLEXIBILITY STATEMENT

This job description and KSF Post Outline is not exhaustive and may change as the post develops/or changes in service requirements, but such changes will not take place without the consultation between the post holder and their manager.

SAFEGUARDING CHILDREN AND VULNERABLE ADULTS RESPONSIBILITY

CSH as an employer is committed to safeguarding and promoting the welfare of children and adults at risk of harm and expects all employees to share this commitment.

Person Specification

Knowledge and Skills

Essential

• Good level of competency in word processing and data entry, together with advanced keyboard skills
• Good working knowledge of administrative and secretarial
• practice
• Good communication skills in dealing with professional staff, managing aggression and anxiety, people for whom English is not their first language
• Able to exercise judgement when dealing with patient/carer enquiries
• Able to concentrate for set periods of time on set tasks
• Able to cope with deadlines, frequent interruptions and unpredictable work patterns
• Has good time management skills
• Good presentation skills both written and verbal

Desirable

• RSA Level 3
• Able to use own initiative appropriately to enhance service delivery
• Presentation skills
• Conflict management skills
• Demonstrates good analytical and reflective skills

Personal Attributes

Essential

• Able to cope with deadlines, frequent interruptions and unpredictable work patterns
• Able to concentrate for set periods of time on set tasks
• Able to cope with aggressive verbal behaviours over the phone.
• To carry/move equipment or notes within the manual handling guidelines

Desirable

• Driving license

Qualifications

Essential

• Good standard of education up to GCSE level or equivalent
• High level of IT skills, including advanced use of Microsoft Office packages and good understanding of computer data processing

Experience

Essential

• Extensive experience of spreadsheet, database, email and presentation computer packages
• Experience of accessing the internet
• Previous experience of working within an office environment
• Relevant/appropriate experience in working with people.

Desirable

• Previous experience of working within health care sector

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

CSH Surrey

Address

Woking Community Hospital

Heathside Road

Woking

Surrey

GU22 7HS

Employer's website

https://www.cshsurrey.co.uk/about-us/about-csh-surrey (Opens in a new tab)