Job Description

To be responsible for the day to day provision of comprehensive administrative support to the directorate/clinical services and associated health professionals; the post holder will actively participate and contribute to the development of the service; Supervision of all administrative/secretarial staff within defined parameters. Responsible for ensuring the delivery of high quality, patient centred administration services. Support the administration team to act as a point of contact for families, ensuring easy access to appropriate information from administrative staff Support the administration team to organise additional needs panel dates and room bookings and ensure all attendees are aware of cases being discussed prior to meetings and have received all the appropriate case information. To ensure all paper work required for panels is available for the meetings.



To ensure the process for recording decisions and outcomes achieved is implemented by the adminisative staff attending panel meetings, using a suitable electronic template. To support effective communication with families and other agencies by ensuring health support plans and reports are in one typed template. To support data management by identifying where diagnosis codes have not been entered onto SystmOne and ensuring these are actioned To ensure health submissions for Education Health and Care Plans and Child in Care (CIC) reports are submitted to the Local Authorities in the appropriate time scales To support the NDP Coordinator/Team Leader in developing a central booking system to have an efficient approach to appointment management To support the administration team to request Health Visitors / other health professionals attendance at childrens medical appointments where required To work using own initiative, without direct supervision, with support/ advice available from line manager if required To deal with complaints/queries to the service with tact and sensitivity and be first point of contact Ensure effective communication mechanisms and procedures are in place to meet the needs of services and their patients Deputise for NDP Coordinator/Team Leader as appropriate Duties and Responsibilities: To supervise the admin/secretarial staff on a day to day basis in accordance with Trust policies. To prioritise the admin/secretarial workload and delegate work appropriately ensuring that time scales are met.



To ensure that each services/venue is appropriately staffed on a day-to day basis. Rostering of staff to ensure adequate skill mix To liaise with multi agencies teams and stakeholders regarding administration issues. Assist the NDP Coordinator/Team Leader in implementing Trust policy as relating to attendance, including sickness, absence, annual leave and study leave. To undertake return to work interviews and refer to Occupation health as required Assist the NDP Coordinator/Team Leader in implementing Trust policy as relating to capability and discipline , including participation in staff development plans , informal conduct agreements Assist the NDP Coordinator/Team Leader with recruitment and selection, including reviewing of applications and interviews To undertake personal development reviews and support staff where training issues have been identified, Ensure staff compliance with all statutory and mandatory training To be responsible for signing the time sheets for temporary/agency /bank staff To act as communication link between NDP Coordinator/Team Leader and staff and to make management aware of any on-going service issues and identify any potential problems To support the NDP Coordinator/Team Leader with any administration projects, including the development, implementation and reviewing of new systems; capacity and demand planning To hold monthly meetings with staff groups to cascade team brief information and to ensure that all new policy and procedural information is understood and implemented throughout the departments.



To undertake staff 1:1s. To deputise for NDP Coordinator/Team Leader at meetings as appropriate Ability to deal with sensitive and distressing information. To be responsible for the collection of activity and waiting time figures on behalf of Trust To act as Super User for electronic patient booking systems. To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system To ensure compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises; To carry out work place assessments to meet Health and Safety standards as required To ensure that security arrangements at Trust premises are adhered to.



To ensure that staff report any faults, or building defects to the Facilities management Helpdesk To ensure that the asset register for facilities management is updated and maintained Responsible for ensuring the timely submission of requisitions and year end statistics. Act as authorised signature for petty cash, postage stamps ensuring all standard financial instructions are adhered to. To ensure that inductions are carried out for all new members of staff and service users who may work within the post holders services i.e. that includes fire procedures, facilities of the building and general rules and procedures within that location have been completed.



To adhere to Bridgewater policies and propose changes to working practices for own area; As a last resort, due to shortfall/absence in administrative support, to give administrative assistance at site locations as required to ensure business continuity To undertake delegated duties commensurate with the banding. This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the organisation