Job Description

Duties and Responsibilities Communication and Working Relationship Skills To use a variety of software packages including Microsoft Suite and bespoke packages relating to Trust informatics and patient records to produce correspondence and maintain presentations, records, spreadsheets and databases. Communicating important/confidential/sensitive information to assigned manager/associated team. Supporting the manager/associated team to produce the reports/papers required for meetings, ensuring they meet appropriate standards content and layout, liaising with report authors where required. Comprehensive inbox management and filing, including emails which have been actioned or are pending.



Developing/maintaining multiple electronic filing systems. The post holder will be expected to communicate complex and sensitive issues to a range of people, including service users, where there may be a barrier to understanding. To be an integral link between members of the multi-disciplinary team. To handle all incoming and outgoing mail, including electronic (email).



To be first point of contact for manager/associated team. Take and forward accurate messages in a timely manager. Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg letters, memos, report, presentations, audio recording of minutes and use of Trust Intranet and Internet as required. Analytical and Judgemental Skills To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material.



Arranging business travel to find the most cost-effective and efficient solution and providing detailed itineraries for trips Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence. Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team in a timely proactive manner when these standards have not been met, and enabling appropriate action to be taken. Implement planned actions and response, communicating changes as appropriate.



Planning and Organisational Skills Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries. Prioritise own tasks, exercising a degree of independence, initiative and judgement. Prepare formal agendas and take formal minutes as required. Organising meetings and conference calls internally and externally Responsibility for Patient/Client Care, Treatment and Therapy Act as a principle point of contact for users of the service, eg Individuals from within/outside the Trust, people who use our services and members of the public.



Responsibility for Policy and Service Development Implementation The post holder may be asked to contribute to audit and research projects within the service to inform service development and standards. Implement administrative policies. Adhere to all Trust and departmental policies and procedures relating to their role, may be required to comment on reviews. Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.



Responsibility for Finance, Equipment and Other Resources The post holder will order stationery and other necessary items for the team via the procurement system. Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist. Ensure the proper use of the Trust resources, such as stationary, telephone usage photocopying and other consumables used within the course of business.



Ensuring minimal waste and cost. Suggest efficiency savings to more senior staff. Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management The postholder has no managerial supervision responsibility but is expected to be a good example to other staff and use their experience to assist/guide new starter induction.



Provide immediate guidance and assistance in problem solving. Responsibility for Information Resources and Administrative Duties Utilise information technology to create graphs and charts, posters etc. Produce confidential correspondence and reports. Maintain an efficient and effective filing system.



Maintaining accurate information about the Services such as organograms and contacts lists. Keep appropriate statistical records/information as and when required by the manager/associated team for audit purpose. Provide statistical returns when required which may involve entering statistical data onto data bases. Take and distribute formal minutes as necessary.



Develop effective and efficient administrative systems including management of email accounts and electronic and paper filing systems as well as other forms of correspondence. Responsibility for Research and Development Contribute to audit and research projects within remit of job role. Freedom to Act The post holder will be expected to work without direct supervision and manage their own workload. Accountable for own actions, manager available for reference.



Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager. Any Other Specific Tasks Required Providing support to other Business Administrators through a buddy system.



Duty of Candour you must adhere to the principles of openness, transparency and the statutory duty of candour in your day to day work and conduct and encourage the same behaviours within the wider organisation. All employees must adhere to the policy on the protection and use of personal information which provides guidance on the use of disclosure of information. The Trust also has a range of policies which outline the appropriate use of computer equipment and computer generated information. All employees are expected to meet the requirements of these policies.