Team Administrator

Job Title: Team Administrator

Trust Location: Hampshire & Isle of Wight Healthcare NHS FT

Location: Southfield, Tatchbury Mount, Calmore, SO40 2RZours: 37.5 hours per week

Working Pattern: 37.5 but willing to consider between 22.5 and 37.5

Working days: Monday- Friday, Weekdays 08:30-16:30 or Weekdays 09:00-17:00

Duration: 1 Month

What you’ll be responsible for:

Job Summary:

To work as a member of the Admin Team supporting the wards at Southfield Low Secure Unit.

Provide secretarial support to the Ward Manager, Charge Nurses, Consultant Psychiatrist and the Multi-Disciplinary Team.

Communicate with a range of internal and external professionals and organisations, whilst providing good customer service experience for all service users and others at all times. To provide cross-cover support to other administration colleagues as required.

Ensure a friendly and professional ethos within the Team/department for service users, their carers and other visitors to the service.

Job Responsibilities:

The post holder will be expected to provide efficient secretarial and administrative support including typing of general correspondence, minutes of meetings, letters, presentations, reports and reproduction and distribution of said documents in appropriate and confidential manner.

2.1 The post holder will answer the telephone and deal with enquiries, including recording and relaying accurate messages, open, date stamp and prioritise post, booking of meeting rooms and provide general admin support for team members.

2.2 Undertake administrative tasks as agreed with the Ward Manager/ Charge nurses

2.3 To liaise with Probation, Police, Courts, Solicitors, other Healthcare agencies, service users and relatives relating to referrals, assessments, visits, follow up appointments and Care Programme Approach meetings (CPA).

2.4 To service clinical meetings, including schedules, sending out invites, arranging venues and circulation of minutes and any associated paperwork.

2.5 Organise and maintain an accurate electronic diary for all MDT members and provide secretarial support / cross cover as and when required during holiday periods.

2.6 Provide secretarial support including typing/audio typing of reports, letters and general correspondence and photocopying. Produce daily, weekly, monthly and quarterly reporting for team and ward.

2.7 Assist with preparation for internal and external reviews

2.8 Operate an accurate diary/bring forward system to ensure that follow up assessments, reviews and correspondence are planned to meet deadlines.

2.9 To co-ordinate and service the Team referral meetings including preparing the agenda, taking the minutes and ensuring that actions are brought back for discussion at the appropriate time

2.10 E-rostering: set up work patterns, approve and finalise rosters and record annual leave and sickness accurately. Book NHSP staff to cover shifts, liaising with the nurse-in- charge for correct skill mix and staffing numbers. Ensure statistics for NHSP are updated regularly..

2.11 Maintain and update spreadsheet for annual leave entitlement and liaise with HR regarding continuous service date (CSD). Training will be given.

2.12 Support ward manager with the sickness monitoring process.

2.13 Assist with recruitment process; send requisitions and all associated paperwork to Recruitment for advertising and new starter information / process.

2.14 Staffing: complete variation forms for any staff changes and send to Workforce Planning.

2.15 Responsibility for ordering clinical supplies, stationery and other purchasing requirements as necessary, ensuring adequate stock levels are maintained at all times using the Trust Procurement processes and on-line ordering systems.

2.16 Become Smartcard Champion to register, update and unblock RiO cards for staff.

2.17 Monitor safeguarding referrals for the service users.

2.18 File correspondence appropriately and maintain an efficient filing and archiving system, including off-site storage arrangements. Dispose of confidential information appropriately where no longer required.

2.19 Ensure appropriate recording on RiO with regard to CPA meetings and progress notes as required.

2.20 Raise requests via IT for staff to have access to shared drives, order equipment etc and monitor. Chase up any outstanding requests.

2.21 Order mobile phones for team and update register.

2.22 Monitor NMC and AHP/Consultant registrations for appropriate qualified staff.

2.23 Send out and monitor responses for any Medical Device Alerts (MDA) and other alerts in line with Trust reporting procedures via Ulysses Safeguard System. Training will be given.

2.24 Incident reporting as required via Ulysses Safeguard System.

2.25 Process any Access to Record requests and keep up to date records.

2.26 Keep up to date with any statutory and mandatory training and monitor via LEAD account.

2.27 Keeping meeting rooms replenished for refreshment supplies and order when required.

2.28 To liaise empathetically with patients/parents/carers and any other visitors to the unit at all times, assisting as required. Meeting and escorting visitors at Reception through the unit to their destination and ensuring they are aware of the escorting policy. Observation of the security policies within the operation of the unit.

2.29 This Job description seeks to provide an outline of the duties and responsibilities of the post. The job holder may be required to undertake other duties which fall with the grade of the job, in discussion with the manager. It is not a definitive document and does not form part of the main statement of terms and conditions or the contract of employment, and will be reviewed regularly in the light of changing service requirements. Any such changes will be discussed with the post holder.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

You’ll have the following skills/experience:

Experience:

Administrative experience in a complex environment.

Proficient at using Microsoft Word and Excel, email and touch typing.

Can demonstrate effective team work.

Flexible and adapting working style.

Calm under pressure.

Self-motivated and able to work without supervision.

Well organised.

Diplomatic and empathetic manner.

Able to maintain confidentiality.

Attention to detail.

Skills:

Excellent organisational and administrative skills

Excellent interpersonal communication skills.

Able liaise effectively and establish good working relationships with staff at all levels.

Able to produce high quality written work and clear meeting minutes.

Demonstrates ability to prioritise workload and to adapt to uncertainty and changing priorities, able to work to deadlines.

Able to establish and maintain administrative protocols and offer suggestions for improvement.

As a member of NHS Professionals, you have fantastic benefits:

· Competitive pay rates- work this week, get paid next week

· Essential support when you need it- 24/7 365 days- call us anytime

· Multi locational- work across neighbouring Trusts

· Manage your shifts and timesheets on the go- access your “My Bank” shift portal anywhere, anytime online or through your smartphone

· Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements

· Training and development opportunities- Keep up with the essentials and more

· Build holiday allowance for every shift you work- your work life balance is important to us

· Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.

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Pay: £13.13 per hour

Work Location: In person

Reference ID: 89119