HealthJobsUK

Detailed job description and main responsibilities

 Principal duties

Planning & Time Management

• Co-ordinate and participate in meetings, booking rooms/venues, arranging hospitality etc.
• Participate in meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants.
• Assist in the completion and processing of study leave and annual leave applications. Maintaining HIT SHSC Health roster
• Administrating travel records claims and administration of staff mileage claims.
• Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff.
• Completion of relevant e-forms on behalf of Team.
• Be responsible for the upkeep of the personal files for staff within remit of the team.
• To contribute to developing protocols and ensuring robust policies and ‘Standard Operational Procedures’ are in place which befit SHSCFT policies and procedures
• Assist the processes of user involvement which encourage patient feedback, collate, and analyse the results.
• Assist with records audit together with Team Lead within the SHSC time limits.

 Communication/Admin Support

•  Dealing with highly confidential, potentially sensitive information
• Prepare documents for external and internal distribution where appropriate.
• Produce regular routine information and reports under the direction of the Management Team.
• Set up and maintain efficient electronic filing systems, to ensure prompt handling of correspondence and enquiries.
• Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system.
• Receive, screen, and make telephone calls. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken.
• Direct/re-direct outgoing paperwork and electronic mail.
• To liaise with internal/external agencies to resolve sensitive issues such as: Missing families who have left no forwarding address, children missing in education.
• Work with staff from the wider Trust where applicable.

Management/Human Resources

•  Managing key areas of responsibility within the Health Inclusion Team which will include the instruction/direction of other members of staff within these areas of responsibility, e.g., invoice processing.
• Provide workload management, supervision, and appraisal (PDR) of junior staff, including management of early-stage sickness/absence
• Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.
• Information/data gathering for governance & performance purposes, for example maintaining and tracking compliance with mandatory training for the Directorate.
• Monitor and maintain Health Roster assess requests for leave.
• In the absence of senior staff ensure cover is provided during absences to maintain an efficient and effective service.
• To support team lead with the process of recruiting new staff.
• Develop and maintain Standard Operating Procedures and User Guides for the Team (particularly new starters).
• To develop training sessions for the applications supported by SystmOne service so that effective and accurate training is delivered to the requirements of staff.

Finance & Resources

 Preparing invoices for payment and querying/investigating invoice problems.

• Ordering supplies and completing and monitoring requisitions etc.
• To be solely responsible for the Petty Cash float within the team in accordance with SHSC Petty Cash Policies & Procedures