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To provide management, supervision and development of an effective administrative support team and provide comprehensive confidential secretarial and administrative function to a multi-disciplinary team working both autonomously and as part of the team, resolving or referring problems as necessary. In addition the post holder will have an important role in acting as a focal point for all staff within the team.
1.4 Responsibility for the provision of a range of typing, administrative and clerical support directly or through staff in the Administrative Support Team.
1.5 To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.
1.6 Responsibility for the completion and authorisation of SVL’s for the Admin Team, ensuring documentation is accurate and completed within designated timescales.
1.7 Responsibility for the recording of staff absence in accordance with inter-agency policies and processing of the sickness absence policy. In addition, undertaking return to work reviews of the Administrative Support Team.
1.8 Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving etc.
1.9 Assist Team Manager in the implementation of policies and Procedures within the team including assisting in the development of policies, procedures and guidelines.
Extensive experience of working in an office environment
Experience in developing effective administrative systems and processes
Arranging meetings and taking minutes
SKILLS / KNOWLEDGE
Excellent verbal and written communication skills.
Excellent interpersonal and organisational skills
Ability to work as member of a team
Ability to develop, operate and maintain filing systems both manual and electronic
Ability to develop effective interpersonal relationships with colleagues in the health care setting
Ability to communicate effectively in a variety of settings
Able to deal with sensitive issues with tact and diplomacy
Able to present factual information and refer questions to others where appropriate
Ability to prioritise own workload and work to defined timescales
Ability to work on own initiative
High degree of attention to detail
Ability to motivate others
1.1 Directly manage and supervise on a day to day basis members of the Administrative Support Team to include Personal Development Plans/Individual Performance Reviews and provision of advice and support as appropriate.
1.2 Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate absence cover across the service.
1.3 Responsibility for providing regular formal supervision for each member of the Administrative Support Team.
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Free job description Office Manager
2.1 Responsibility for ensuring deadlines are met with regard to reports, Serious Incidents, Complaints, Disciplinary Hearings which will include information gathering and collation of sensitive material, as required.
2.2 Provide a comprehensive secretarial service for the team including the production of routine correspondence, typing letters, memo’s, reports etc. ensuring that the deadlines for standards are met and maintaining an efficient and effective filing and retrieval system.
2.3 Effectively maintain Consultant’s/ Team Managers diary, arranging engagements and notifying in a timely manner relevant departments of Consultant’s/Team Managers absence.
2.4 In conjunction with administrative staff support the smooth running of the clinics.
2.5 Participate in the provision of cover and support to colleagues as required.
2.6 To work on own initiative with minimal supervision. Prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.
2.7 Responsibility for quality checking of CPA information and input/extract data providing reports/statistics as required.
2.8 Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with empathy and reassurance.
2.9 Co-ordinate and participate in any special duties, including designated project work or tasks for the Consultant’s/Team Manager as appropriate to achieve the delivery of an efficient, proactive and high profile administrative service.
2.10 To establish and monitor stock control systems including medical and non-medical items and liaising with suppliers/supplies departments accordingly.
2.11 Be responsible for taking the lead for own service area in attending meetings and cascading information to other staff within your service area.
2.12 Contribute to the continued improvement and quality of the Administrative Support Service.
2.13 Arranging and attend various meetings, arrange conference and events, prepare agenda’s including obtaining information/reports, prepare materials including PowerPoint presentations, prepare minutes of meetings ensuring accurate transcription and distribution as appropriate. Taking of minutes and audio transcription.
2.14 To support the management of Care Records process in all aspects of the paper based and electronic Care Records function by managing, maintaining retrieving archiving all relevant care and non-care records including staff personal files and ensuring that working practices reflect legislation, and Policies and Procedures.
2.15 To monitor the admin team’s input and retrieval of data from IT systems and partner organisations.
2.16 Responsible for checking data quality reports from IT systems. Regularly reviewing and amending accordingly.
2.17 Attend/chair as professional representative at meetings/workshops/groups as required by Consultant/Team Manager.
2.18 Ensure appropriate records are maintained as directed by Line Manager.
2.19 Contribute towards service improvement initiatives to enhance quality of patient care.
2.20 Participate in serious untoward incident investigations/reviews as required.
2.20 Support individual's equality, diversity and rights.
2.21 Participate in patient and public involvement activities.
2.22 Provide information and support to service users/carers as appropriate.
2.23 Recognise and respond appropriately to urgent and emergency situations.
2.23 Contribute to the effective and efficient use of resources.
2.24 Understand and adhere to policies and guidelines.
2.25 Report any concern regarding patient care to Line Manager.
2.26 To undertake any other delegated duties as appropriate and commensurate with the post.
To provide full and comprehensive medical secretarial service to support the team. To provide effective and comprehensive secretarial and administrative support to the team, initiating action on behalf of the team, resolving or referring problems as necessary.