Team Administrator

Job description

Job responsibilities

Job Purpose:

To provide comprehensive, efficient and effective administrative secretarial service to the multi-disciplinary team.

DUTIES AND RESPONSIBILITIES

1. GENERAL

1.1 Provide an administrative, secretarial and clerical service to support the Team members, ensuring that letters, memos, reports are accurately produced within agreed timescales, data is input to required standards, and an effective filing and retrieval system is maintained.

1.2 Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required, including reception/switchboard duties dealing with enquiries from clients and the public.

1.3 Responsibility for the processing of incoming and outgoing mail, including prioritising, sorting and action as necessary

1.4 Responsibility for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records.

1.5 Responsibility for the maintenance of client database including the collection of statistics.

1.6 Arranging, when required, meetings and taking minutes, ensuring accurate transcription and distribution.

1.7 Ensuring the maintenance of the referral pathway process following Service procedures including liaison with other agencies.

1.8 Responsibility for petty cash being an authorised signatory for same.

1.9 To support the completion of Staff Variation Lists and payroll documentation, including medical certificates, as directed by the Team Manager, ensuring documentation is accurate and completed within designated timescales and forwarded to the Payroll Department.

1.10 Calculation of annual leave and the recording of staff absence as directed by the Team Manager in accordance with Inter-Agency Policies.

1.11 Ensure appropriate records are maintained as directed by Line Manager.

1.12 Contribute to the ordering of stationery supplies and associated procedures

1.13 Participate in the provision of cover and support to colleagues as required.

1.14 Participate in the local induction process for new staff.

1.15 Participate in serious untoward incident investigations/reviews as required.

1.16 Support individual's equality, diversity and rights.

1.17 Participate in patient and public involvement activities.

1.18 Contribute towards service improvement initiatives to enhance quality of patient care.

1.19 Provide information and support to service users/carers as appropriate.

1.20 Contribute to the continued improvement and quality of the Administrative Support Service.

1.21 Recognise and respond appropriately to urgent and emergency situations.

1.22 Contribute to the effective and efficient use of resources.

1.23 Understand and adhere to Trust policies, procedures and guidelines.

1.24 Report any concern regarding patient care to line manager.

1.25 To undertake any other delegated duties as appropriate and commensurate with the post.

1. EDUCATION AND DEVELOPMENT

2.1 Provide evidence to support development around the Trust Appraisal system which may include the KSF or other competency profiles.

2.2 Participate in regular supervision, engage in reflective practice and be committed to continued development.

2.3 Develop own skills and knowledge and contribute to the development of others.

2.4 Ensure Education Centre is notified of nominations for training courses as directed by Team Manager/Office Manager.

1. RESEARCH AND AUDIT

3.1 Undertake and participate in appropriate audit, quality assurance programmes and research as directed.

Generic Responsibilities for all staff:

All post holders will agree to:

• Commit to the vision of supporting Mersey Care in becoming a leading organisation in the provision of community services, mental health care, addiction services and learning disability care, and in doing so fully utilise their skills and experience to support the objectives of the Trust.
• Role model the values of the Trust Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support in all activities and interactions with employees, service users and other stakeholders
• Challenge the stigma associated with mental health and learning difficulties.
• Comply with the Duty of Candour, defined by Francis as: 'The volunteering of all relevant information to persons who have or may have been harmed by the provision of services, whether or not the information has been requested and whether or not a complaint or a report about that provision has been made.
• Work across professional and organisational boundaries to improve services for all.
• Maintain their specific knowledge base and develop new skills.
• Value the contribution of the patient / service user voice.
• Operate within any organisational codes of practice or those from a relevant professional body.
• Respect equality and diversity across all areas of working practice and communications with staff, service users and other stakeholders.
• Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended.
• Comply with all health and safety legislation and local policies and procedures.
• Adhere to all organisational policies.
• Have knowledge and understanding of technology in the workplace which is sufficient to maintain their efficiency and also how technology can empower service users in a digital environment
• Comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees.
• Attend a one day Just and Learning & Civility and Respect training work shop
• Be an ambassador for Just & Learning and Civility & Respect following the training
• Positively advocate the just and learning culture within your team
• Be a confident supporter and implementer of the Trust CARES Values including Civility & Respect within your team.
• Support their team/services to create a positive environment for Just and Learning Culture
• Participate in Just and Learning Culture events.
• Bring Just and Learning Culture updates/information to the attention of team members and other MCT colleagues they work with.
• Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality.
• Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully.
• Speaking up in the event that they are exposed to incivility between colleagues in the workplace #iwillspeakup.
• Listening and understanding others who have concerns and taking a collaborative approach to work towards a solution to improve civility and respect.

This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the postholder.

Person Specification

Experience

Essential

• oExperience of working in an office environment
• oKnowledge of Microsoft Office eg Outlook, Powerpoint, Excel
• oArranging meetings and taking minutes

Desirable

• oExperience of working within the NHS or related healthcare experience
• oExperience of dealing with members of the public

Qualifications

Essential

• oTyping/WP or demonstrable experience
• oGCSE Grade A-C English or equivalent

Desirable

• oNVQ3 Business Administration

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

Mersey Care NHS Foundation Trust

Address

Willis House

23 Cumber Lane

Prescott

L35 2YZ

Employer's website

https://www.merseycare.nhs.uk/ (Opens in a new tab)