Job summary
To provide a comprehensive administrative and secretarial service to the Infection Prevention and Control Team (IPCT) and to manage administrative processes through the development and utilisation of high quality communication, data and information systems.
Main duties of the job
An exciting opportunity has arisen for an Administrative post within the Infection Prevention and Control Team at the Royal Berkshire NHS Foundation Trust.
We are seeking to appoint an enthusiastic, self motivated office administrator as a job share of 22.50 hrs per week working in close association with the job share partner in an essential role supporting the trusts' infection prevention and control team. You will be responsible for providing high quality administrative and secretarial support, including the maintenance of accurate records and taking minutes. The post requires someone who has excellent administrative skills, meticulous attention to detail and who is familiar with Outlook, word processing, Excel and other systems such as ESR and Optimise. You will need to be highly organised and work with a high degree of sensitivity and diplomacy at all times.
It is also essential that you have a good telephone manner when dealing with a wide range of enquiries and to be able to work in a busy office environment
About us
The Town of Reading sits on the River Thames and is served by great road and rail links to London, Oxford, and Southampton. With excellent leisure and shopping facilities, and a thriving cultural scene, Reading is a wonderful place to live, work, and play and provides excellent facilities for families, including some of the best state and private schools in the UK.The CQC recently rated the care provided by The Royal Berkshire NHS Foundation Trust as good.
Our values; Compassionate, Aspirational, Resourceful, Excellent, reflect the type of Trust we aspire to be and you can join our dedicated and talented staff to make this happen.
Job description
Job responsibilities
- Act as an IPCT Secretary typing day to day correspondences, using Microsoft Word, Excel and other software databases e.g. the UKHSA HCAI Data Capture System and the Infection Prevention & Control Surveillance system (ICNet), answering queries and distributing of information where/ when necessary.
- To be responsible for providing a comprehensive administrative support function to the Infection Prevention and Control team, managing diaries and arranging meetings.
- To be responsible for the organising of formal meetings, to include preparation of the agenda, transcription of the minutes, and the collation and distribution to appropriate staff for the following: Berkshire West (BW) Health Economy Meeting, IPC Committee, Vascular Access Micro MDT, Intravenous Steering Group, Continence Steering Group, ANTT Steering Group, BW IPC meeting, Team Meetings and all PIR meetings.
- To coordinate the Annual Infection Prevention Control Study Days including booking the venue, booking attendees, arranging catering, liaising with 3rd party Company Representatives, assist in creating the agenda for the day, advertising and ensuring smooth running on the day.
- To co-ordinate the quarterly Champions Check-in sessions, including booking meeting rooms, organising speakers and advertising internally.
- Supporting the IPC team to ensure all completed Post Infective Reviews are discussed at the Trust IPC Post Infective Review / Care Group Clinical Governance Meetings, sending the IPC case agenda to the relevant PA in a timely manner.
- Where appropriate, receive and respond to enquiries by letter / e-mail / telephone from patients, carers, other Trust staff, GPs, other Healthcare Establishments and ICBs
- Entering Data on to the UKHSA Data Capture System.
- Drafting the monthly IPC Team report and distributing to the relevant Stakeholders by the 15th of each month.
- Ensuring IPC data is completed for the Ward KPIs, Board report and preparing for monthly Data Capture System sign-off and lock-down.
- Publishing the quarterly IPC Newsletter for distribution to all IPC Champions, Ward Leads, Matrons and Senior Staff to provide IPC news and updates.
- Managing the IPC and Tissue Viability Trust Workvivo sites on behalf of the IPC and TV teams.
- Responsible for providing non-clinical advice to patients and relatives as and when required.
- To be responsible for co-coordinating stock control and departmental Procurement systems in line with Trust procurement policies.
- To be responsible for maintaining accurate high quality records and storage of data within the department.
- To arrange training for members of the IPCT on new systems (e.g. ICNet Electronic Surveillance system).
- When appropriate, assist in the recruitment of new Administrative Staff in line with Trust procedures and policies.
- Responsible for prioritisation of own workload.
Job description
Job responsibilities
- Act as an IPCT Secretary typing day to day correspondences, using Microsoft Word, Excel and other software databases e.g. the UKHSA HCAI Data Capture System and the Infection Prevention & Control Surveillance system (ICNet), answering queries and distributing of information where/ when necessary.
- To be responsible for providing a comprehensive administrative support function to the Infection Prevention and Control team, managing diaries and arranging meetings.
- To be responsible for the organising of formal meetings, to include preparation of the agenda, transcription of the minutes, and the collation and distribution to appropriate staff for the following: Berkshire West (BW) Health Economy Meeting, IPC Committee, Vascular Access Micro MDT, Intravenous Steering Group, Continence Steering Group, ANTT Steering Group, BW IPC meeting, Team Meetings and all PIR meetings.
- To coordinate the Annual Infection Prevention Control Study Days including booking the venue, booking attendees, arranging catering, liaising with 3rd party Company Representatives, assist in creating the agenda for the day, advertising and ensuring smooth running on the day.
- To co-ordinate the quarterly Champions Check-in sessions, including booking meeting rooms, organising speakers and advertising internally.
- Supporting the IPC team to ensure all completed Post Infective Reviews are discussed at the Trust IPC Post Infective Review / Care Group Clinical Governance Meetings, sending the IPC case agenda to the relevant PA in a timely manner.
- Where appropriate, receive and respond to enquiries by letter / e-mail / telephone from patients, carers, other Trust staff, GPs, other Healthcare Establishments and ICBs
- Entering Data on to the UKHSA Data Capture System.
- Drafting the monthly IPC Team report and distributing to the relevant Stakeholders by the 15th of each month.
- Ensuring IPC data is completed for the Ward KPIs, Board report and preparing for monthly Data Capture System sign-off and lock-down.
- Publishing the quarterly IPC Newsletter for distribution to all IPC Champions, Ward Leads, Matrons and Senior Staff to provide IPC news and updates.
- Managing the IPC and Tissue Viability Trust Workvivo sites on behalf of the IPC and TV teams.
- Responsible for providing non-clinical advice to patients and relatives as and when required.
- To be responsible for co-coordinating stock control and departmental Procurement systems in line with Trust procurement policies.
- To be responsible for maintaining accurate high quality records and storage of data within the department.
- To arrange training for members of the IPCT on new systems (e.g. ICNet Electronic Surveillance system).
- When appropriate, assist in the recruitment of new Administrative Staff in line with Trust procedures and policies.
- Responsible for prioritisation of own workload.
Person Specification
Education / Qualifications and Training
Essential
- GCSE or equivalent in English and Maths/science
- ECDL or equivalent qualification in IT literacy
- RSA III or equivalent experience
Desirable
- Supervisory certificate or equivalent experience
Experience
Essential
- Previous secretarial experience
- Proven experience of working as part of a team
Desirable
- Previous NHS experience
- Knowledge of medical terminology
- Previous medical secretary experience
Interpersonal and Professional Skills
Essential
- Proven ability to prioritise and manage a defined workload and to work on own initiative
- Excellent communication skills - both written and verbal, inc courteous telephone manner
Desirable
- Proven ability to prioritise and organise workload of others
Person Specification
Education / Qualifications and Training
Essential
- GCSE or equivalent in English and Maths/science
- ECDL or equivalent qualification in IT literacy
- RSA III or equivalent experience
Desirable
- Supervisory certificate or equivalent experience
Experience
Essential
- Previous secretarial experience
- Proven experience of working as part of a team
Desirable
- Previous NHS experience
- Knowledge of medical terminology
- Previous medical secretary experience
Interpersonal and Professional Skills
Essential
- Proven ability to prioritise and manage a defined workload and to work on own initiative
- Excellent communication skills - both written and verbal, inc courteous telephone manner
Desirable
- Proven ability to prioritise and organise workload of others
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).
