Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

To analyse, investigate and resolve queries relating to data quality which will be used to measure performance.
Liaise with Facilities, IT, Procurement and Support Services Departments to ensure that site management and ordering processes/new works are addressed effectively and efficiently.
Responsible for all aspects of secetarial support, and for ensuring that accurate work is completed within the time limits and standards set. Working to optimum in terms of efficiency and organisation.
Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.
Coordinates a comprehensive administration, secretarial and reception service - prioritising, delegating, organising departmental workloads.
Arrange cover across the Directorates in liaison with other Admin Leads.

To work closely with the other Administration Team Leaders to ensure consistency across the Directorate, peer support and absence cover arrangements are in place.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including complex diary management and e-mail management, opening and distributing mail.
Production and collation of complex and sensitive documents to include composing and typing letters and other documentation, as required.
To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
To arrange away days or conferences, as delegated.
Facilitate meetings, investigations, disciplinaries, including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
Ensure actions resulting from all meetings and other working parties are time lined and undertaken.
To source and précis information, as required.
Ensure that the Trust’s Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods.
To monitor and order stock and non-stock items, as required.
To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trust’s assets are secure at all times.
To suggest changes to and implement local health and safety procedures.
To manage the Health and Safety Workbook under the provision of the Trust’s Health and Safety policy in relation to admin staff and site common areas.
Train and supervise the admin secretarial and reception staff, providing daily support and advice in relation to duties and responsibilities.
Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD) with administration, secretarial and reception staff.

Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role.
Monitor and manage the sickness and absence for admin, secretarial and reception staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy.
To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team.
To ensure that admin, secretarial and reception staff follow procedures in the retrieval and process of referrals and data quality.
To regularly monitor data quality reports as appropriate and to supervise the work required by administration staff to meet targets in relation to all aspects of data quality.
To ensure that data quality and timelines meet Trust targets.
To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff.
To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
Arranging, typing and collation of ‘My annual Review’ and reviews of staff ensuring timelines are adhered to.
To undertake any other duties that would be a reasonable expectation of the role.

Please note that this post does not meet the pay or skill level required for a Skilled worker visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment. 

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.