Job summary
The purpose of this post is to provide a comprehensive administrative service within the North West Neonatal ODN, hosted by Alder Hey NHS Foundation Trust.
Join our growing team at this exciting time as a Team Co-ordinator, working alongside a team of administrators and project co-ordinators.
Main duties of the job
The post holder's main duties will include planning, organising, directing and coordinating the administration work of the network. The Team Co-ordinator will be expected to work with the minimum of supervision. The successful candidatewill be able to demonstrate flexibility and use own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Neonatal ODN team to utilise their time in an efficient and effective manner. The post holder will provide a confident professional service to all network members, It is vital that confidentiality be maintained at all times. The post holder must adhere to Trust Policies and Procedures at all times.
About us
OUR VALUES:
We pride ourselves on the quality of our care, going the extra mile to make Alder hey a safe and special place for children and their families.
We are committed to continually improving for the benefit of our patients.
We are open and honest and engage everyone we meet with a smile.
We show that we value every individual for who they are and their contribution.
We work across the Alder Hey community in teams that are built on friendship, dedication, care and reassurance.
Job description
Job responsibilities
Key Job Specific Responsibilities
- To provide high quality administrative services to the Director and members of the NWNODN team
- Diary management for Director and Quality Improvement Lead Nurse team
- Co-ordinate NWNODN meeting date annual schedule
- Prepare agenda and meeting documentation to support NWNODN meetings
- Attend relevant meetings, documenting minutes and actions. Co-ordinate follow up on actions
- Lead on exception/mortality/incident reporting processes through liaison with all North West Neonatal Unit leads
- Collate quarterly governance reports alongside Quality Improvement Lead Nurse
- Support processes to enable smooth running of the NWNODN through maintenance and collating of information for the NWNODN senior team on a regular basis
- Maintain the information available on the NWNODN website
Communication and Relationship Skills
- Communicate professionally and effectively with a range of stakeholders including network members, the general public and all internal and external agencies both verbally and non-verbally in a timely manner
- Liaise with clinical and non-clinical staff to resolve any issues that may arise, to the mutual benefit of all concerned.
- Attend and contribute to departmental meetings, team briefs etc.
- Proactively manage contact via telephone/email etc, which may be of a sensitive nature from network members, all of which require a high level of patient confidentiality and sensitivity.
Analytical and Judgement Skills
- Typing of minutes of meetings and general departmental correspondence when required and within locally agreed timescales.
- Work flexibly to ensure the needs of the service are met at all times.
- Exercise judgement and initiative in order to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.
- Support Clinicians in identifying how data can be captured and managed securely in line with the Information Governance and Data Quality Policies
- Maintain the NWNODN website, ensuring information remains current
Planning and Organisational Skills
- Undertake a key role in ensuring the delivery of a high quality administration support
- Co-ordinate investigations and follow up on network actions. Establish a clear audit trail to ensure actions have been dealt with.
- Support the day to day organisation of the NWNODN Team by managing diaries, co-ordinating meetings, ensuring appropriate documentation available for meetings/lectures, preparation of documents/presentations, attending meetings to take minutes and typing of agendas/minutes.
- Support the co-ordination of national and international meetings/conferences including travel arrangements, accommodation etc.
- When required, assist in the co-ordination of educational programmes for staff, whether it be medical or administrative staff, in conjunction with clinical and management teams.
- Adapt a flexible attitude to meet the needs of the Network, taking into consideration each regions unique perspective.
- Responsibility for providing accurate, up to date, non-clinical advice relating to queries into the NWNODN.
Job description
Job responsibilities
Key Job Specific Responsibilities
- To provide high quality administrative services to the Director and members of the NWNODN team
- Diary management for Director and Quality Improvement Lead Nurse team
- Co-ordinate NWNODN meeting date annual schedule
- Prepare agenda and meeting documentation to support NWNODN meetings
- Attend relevant meetings, documenting minutes and actions. Co-ordinate follow up on actions
- Lead on exception/mortality/incident reporting processes through liaison with all North West Neonatal Unit leads
- Collate quarterly governance reports alongside Quality Improvement Lead Nurse
- Support processes to enable smooth running of the NWNODN through maintenance and collating of information for the NWNODN senior team on a regular basis
- Maintain the information available on the NWNODN website
Communication and Relationship Skills
- Communicate professionally and effectively with a range of stakeholders including network members, the general public and all internal and external agencies both verbally and non-verbally in a timely manner
- Liaise with clinical and non-clinical staff to resolve any issues that may arise, to the mutual benefit of all concerned.
- Attend and contribute to departmental meetings, team briefs etc.
- Proactively manage contact via telephone/email etc, which may be of a sensitive nature from network members, all of which require a high level of patient confidentiality and sensitivity.
Analytical and Judgement Skills
- Typing of minutes of meetings and general departmental correspondence when required and within locally agreed timescales.
- Work flexibly to ensure the needs of the service are met at all times.
- Exercise judgement and initiative in order to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.
- Support Clinicians in identifying how data can be captured and managed securely in line with the Information Governance and Data Quality Policies
- Maintain the NWNODN website, ensuring information remains current
Planning and Organisational Skills
- Undertake a key role in ensuring the delivery of a high quality administration support
- Co-ordinate investigations and follow up on network actions. Establish a clear audit trail to ensure actions have been dealt with.
- Support the day to day organisation of the NWNODN Team by managing diaries, co-ordinating meetings, ensuring appropriate documentation available for meetings/lectures, preparation of documents/presentations, attending meetings to take minutes and typing of agendas/minutes.
- Support the co-ordination of national and international meetings/conferences including travel arrangements, accommodation etc.
- When required, assist in the co-ordination of educational programmes for staff, whether it be medical or administrative staff, in conjunction with clinical and management teams.
- Adapt a flexible attitude to meet the needs of the Network, taking into consideration each regions unique perspective.
- Responsibility for providing accurate, up to date, non-clinical advice relating to queries into the NWNODN.
Person Specification
Education and Training
Essential
- BTEC or equivalent level in admin
Desirable
- Audio typing - RSA or equivalent
Experience
Essential
- 2 years experience in administrative role
Desirable
- Minute taking
- NHS Experience
Knowledge
Essential
Skills
Essential
- Ability to plan, organise, direct and coordinate administrative tasks
- Ability to work without direct supervision
- Demonstrate the ability to organize own duties and prioritize tasks within a busy team environment
Person Specification
Education and Training
Essential
- BTEC or equivalent level in admin
Desirable
- Audio typing - RSA or equivalent
Experience
Essential
- 2 years experience in administrative role
Desirable
- Minute taking
- NHS Experience
Knowledge
Essential
Skills
Essential
- Ability to plan, organise, direct and coordinate administrative tasks
- Ability to work without direct supervision
- Demonstrate the ability to organize own duties and prioritize tasks within a busy team environment
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).
