Job responsibilities
JOB
DETAILS
Job Title: MDT Administrative Officer
Reports to: MDT Co-ordinator
Band: 3
Unit/Department: Centre for Neurosciences
Location : Leeds General Infirmary
AFC Job No: 1467
2. JOB PURPOSE/SUMMARY
To
provide administrative and clerical support to MDT services within the
Neurosciences CSU.
The
post holder will be responsible for the provision of a full and effective
administrative and clerical support service to MDTs within the Neurosciences
CSU. They will also be responsible for inputting data and producing reports
as required. The postholder will be expected to arrange and plan her/his own
work on a day-to-day basis within the overall demands and priorities of the
department.
3. ORGANISATIONAL CHART
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
MDT
meetings
To provide administrative support
for MDT meetings as required e.g. organising meetings including ensuring
x-rays and notes are available as required, checking access arrangements,
booking rooms and refreshments, organising travel arrangements, administering
expense forms, liaising with members regarding dates, sending out notice of
meetings, agendas and minutes.
To attend and service MDT meetings
as required. This could include welcoming participants, organising
refreshments and taking minutes and typing them up and circulating them after
approval.
Data
Collection
Collect all relevant information
relating to these patients. This includes information required for audits.
Use the Patient Administration
System and other related support systems to ensure all data is captured.
Enter information onto PPM, the
clinical information system (database).
Liaise with MDT Co-ordinator and
ensure the 100% data capture and accuracy of information entered onto the
database in line with local and Trust policy.
Undertake data audit and system
development where guided
To contribute to the production of
information for distribution across the Trust and to other relevant
organisations.
Use departmental database for
recording appropriate information as requested and producing reports.
Admin
Support
To provide a full clerical support
service to the MDT including organising, sorting and filing documents and
papers; dealing with incoming and outgoing paper and electronic post as
required; photocopying, faxing and distributing information by post or email;
typing letters and other documents.
Providing support to the
secretarial teams where required, by typing/proof reading clinical
correspondence relating to outpatient and inpatient attendances and other
patient related correspondence on behalf of the consultant and clinical
teams.
To deal with communications and ad
hoc enquiries from staff and service users, members of the public, and a wide
range of external organisations and professionals. Receiving and relaying
general verbal/written messages and responding by supplying straightforward
information and guidance or referring to the relevant member of the
department or other Trust staff as necessary.
To maintain and update mail-outs
and labels for Trust and staff departments, advisory group members and
voluntary and community organisations and organising electronic or paper
mail-outs to such groups as required (typing, copying and posting etc.)
To monitor stock levels and
re-order stationery and office supplies as required, and non-stock items as
necessary.
To record departmental expenditure
and petty cash requisitions, produce monthly updates and check against
financial statements. Collect petty cash as necessary.
To co-ordinate and keep records of
staff leave, absences and attendance at mandatory fire training.
To adhere to relevant Statutory
Instruments and Trust policies and guidelines e.g. Data Protection, Health
and Safety, Confidentiality and personnel policies and guidelines.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed security and safer
working procedures, and reporting incidents using the Trust Incident
Reporting system
9. EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
11. COMMUNICATION & WORKING
RELATIONSHIPS
The
post holder will be expected to establish, maintain and respect good working
relationships and communication with both internal and external
organisations, institutions and individuals with whom they come into contact,
including those associated with the specialty area and as appropriate within
the role. The post holder will be expected to represent themselves and the
service in a professional, courteous and respectful manner at all times.
12. SPECIAL WORKING CONDITIONS
Physical effort:
Speed
and accuracy in typing. Accuracy
needed for inputting information (e.g. on spreadsheet, departmental
database). Needs to sit at the
computer most of the day. Sometimes
needs to lift and move stationery, boxes of leaflets or files etc. For
example, boxes containing five reams of paper.
ii) Mental effort:
Needs
to concentrate most of the time and deal with interruptions e.g. the phone
ringing, being asked to leave one task to do another more urgent task
Mental
effort is required for example:
when dealing with a wide range of
enquiries
setting up meetings and organising
venues
researching information for manager
including but not exclusively from the internet
organising filing systems
preparing documents for reports
taking minutes for meetings
inputting information onto a
database and producing reports from the database.
concentration when typing
complicated documents
checking budget statements and
following up discrepancies
checking orders and invoices
organising and prioritising work
and progress chasing
planning and thinking ahead to
ensure effective support to manager
iii) Emotional effort:
Busy
department. Working alongside patients
with a diagnosis of cancer.
iv) Working conditions:
Needs
to work at a computer for most of the day.
Flexibility with hours to attend occasional early morning/evening
meetings.
