Job Description

Post Title:                            ASC Administration Officer

Department:                        Administration

Location:                             The Gem Centre - Wolverhampton      

Directorate:                         CAMHS        

Band:                                   3

Hours:                                 37.5

Contract Type:                   Fixed Term – 12 Months

Responsible to:                 Administration Team Leader 

Job Purpose

·     The post holder will provide a comprehensive administrative support for the ASC Team and across various disciplines/services to enable them to function effectively.

Main Duties/Responsibilities

All duties outlined are appropriate to the grade and the actual duties will be determined by the placement.

q   Administration

1.     Act as a point of reference for incoming telephone queries, taking appropriate action personally or redirecting as necessary.

2.        Produce, reports and letters in accordance with Division guidelines.

3.   Carry out general administrative and clerical functions including photocopying, filing paper and electronically as required.

4.   Process the client referral system and associated paperwork in accordance with   departmental systems.

5.    Maintain effective and efficient departmental systems and office procedures including adequate supplies of departmental forms/leaflets and stationery requirements.

6.        Maintain effective diary management as required by management.

7. Process incoming/outgoing post, taking appropriate action as necessary.

8.       Maintain an efficient filing and records system, encompassing medical secretarial services.

9.   Collate statistical information and prepare returns appropriate to grade as required by management.

10.  Arrange and attend formal and team meetings to take notes, produce minutes, draft agendas and ensure members receive agendas and relevant enclosures on time.  Provide general support to the meetings and ensure all arrangements for facilities are made.

11.  Undertake the administrative tasks of ordering of supplies and services including the submission of works tickets and urgent requests for maintenance/estates, where appropriate under the direction of the Line Manager.

12.   To supervise and mentor staff on Band 2 and below with support guidance from Line Manager.

q   Procedures

1.        Ensure that comments/complaints are dealt with in accordance with the complaints policy.

2.   The postholder will be required to comply with all policies and procedures issued by and on behalf of Black Country Healthcare NHS Foundation Trust.

q   Technology

1.        Use and maintain current systems relying on information technology and to assist with implementation and development of new systems and information technology as appropriate to the grade.  This will include word processing skills and the use of other software where appropriate.

2.        To train new members of administrative staff on current systems and processes.

q   General

1.       Any other duties as may be appropriate to achieve the objectives of the post or to assist the Service in the fulfilment of its objectives commensurate with the postholder’s grade, abilities and aptitude.

2.        Comply with and actively promote Trust policies.

3.    Carry out duties in line with Trust policies on equal opportunities, harassment, racial equality and the Equality Act 2010.  To be sensitive and caring to the needs of the disadvantaged, promoting a positive approach to a harmonious working environment.  To personally act as an exemplar on these issues.  To identify and monitor training in line with these policies and the Equality Act 2010 standards for yourself and any employees you are responsible for.

q  Work Base / Duties

Your work base for this appointment and your Division will be the location as identified on page 1 of the job description, although this does not preclude movement to within other areas the Trust to fulfil its obligations under the National Health Services Acts. 

Any excess travel from home to base incurred as a result of you agreeing to change your place of work will be paid as per the Trust's Travel Expenses Policy.

To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service. 

Trust Values

Employees, workers, and / or contractors will be expected to uphold the values of the Trust and exhibit the expected Trust behaviours aligned to the Trust’s values.  Individuals have a responsibility to ensure that they display the Trust values and behaviours in carrying out their job and that individuals feel able to challenge (or raise a challenge) when other colleagues’ behaviours breach the spirit of Trust values.

Confidentiality and Data Protection

Staff are to familiarise themselves with the Employer’s data protection policy when this is available, which sets out its obligations under the General Data Protection Regulation, the UK Data Protection Act 2018 and all other data protection legislation.  You must comply with the Employer’s data protection policy at all times and you agree that you will only access the systems, databases or networks to which you have been given authorisation and only for the purposes of your work for the Employer.   The Employer will consider a breach of its data protection policy by you to be a disciplinary matter which may lead to disciplinary action up to and including summary dismissal.  You should also be aware that you could be criminally liable if you disclose personal data outside the Employer’s policies and procedures. If you have any queries about your responsibilities in respect of data protection you should contact the Employer’s Data Protection Officer.

Data Quality

The post holder should ensure any data/information prepared for either internal or external analysis is ‘fit for purpose’ i.e. that it is accurate, valid, reliable, timely, relevant and complete.

No Smoking

The Trust has a no smoking policy. Smoking is not allowed on any Trust premises.

Health and Safety

The post holder will take personal responsibility for any Health & Safety issues and obligations under the Health & Safety at Work Act. The post holder should also be aware of and comply with other relevant legislation and policies e.g. Fire Regulations.

Clinical Governance

All employees are required to actively contribute towards the Trust’s clinical governance systems, taking responsibility as appropriate for quality standards, and work towards the continuous improvement in clinical and service quality.

Infection Prevention & Control 

Infection prevention & control is everybody’s responsibility; it is a requirement for all Trust staff to comply with all Trust infection control policies and procedures.  

·         All Trust staff should ensure that they fulfil their responsibilities for infection prevention and control, that they provide leadership where appropriate in infection control matters and that they challenge poor infection control practice in their workplace. 

·         All staff must adhere to the Trust’s Hand Decontamination Policy

·         All staff are expected to behave in a manner which protects patients, public and colleagues from infection risks within the scope of their role. 

·         All staff should have infection control training at induction and annual infection control updates as required. 

Employees must also be aware of the responsibilities placed upon them by The Health & Social Care Act (2007) Code of Practice to ensure they maintain a safe, infection free environment. This includes the knowledge and understanding of the management of infected patients, your own health and the principles of Standard Infection Control Precautions including the correct technique for Hand Washing, adherence to bare below elbows as required and the appropriate use of Personal Protective Equipment (PPE).

Safeguarding Adults

Safeguarding is ‘Everybody’s Business’.  It means protecting people’s health, well-being and human rights.  It includes protecting their rights to live in safety, free from abuse and harm; taking their views, wishes, feelings and beliefs into account.  In the West Midlands, the main statutory agencies work together to promote safer communities, to prevent harm and abuse and to deal with actual or potential when concerns arise.  These Organisations which include Black Country Healthcare NHS Foundation Trust work together to achieve these outcomes by working within the Safeguarding Adults multi-agency policy and procedures for the West Midlands and adhering to the local Safeguarding Adult policy and procedures. Staff can contact the Trust Named Nurses for Safeguarding Adults or a member for advice and support if they have concerns. It is an employee’s responsibility to comply with all current legislation and relevant Safeguarding training as breaches may lead to an employee being subject to disciplinary action.

Safeguarding Children

All members of staff have a responsibility to ensure that children and young people are safe from abuse or harm. Employees must comply with Local Safeguarding Board Child Protection Policy and Procedures and Black Country Healthcare NHS Foundation Trust Safeguarding Children Policy. Staff can contact the Trust Named Nurses for Safeguarding Children or a member for advice and support if they have concerns. It is an employee’s responsibility to comply with all current legislation and relevant Safeguarding training as breaches may lead to an employee being subject to disciplinary action.