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Senior Personal Administrator

4 months ago

Exeter, United Kingdom The Royal Devon University Healthcare NHS Foundation Trust Full time

**JOB DESCRIPTIONJOB DETAILS**

**Job Title: Senior / Personal Administrator**

**Band: 4**

**Reports to: MSK Service Manager**

**Department / Directorate: Community Services**

**JOB PURPOSE**

The post holder will provide a professional and effective administrative service to Community MSK Service Manager and Team Leaders enabling them to focus on their key objectives. You will be responsible for following up and monitoring action plans, diary and meeting management and supporting managers to prioritise their workload to meet targets.

**DIMENSIONS/ KEY WORKING RELATIONS**

The post holder is required to deal effectively with staff of all levels throughout the Trust, the wider healthcare community, clinicians, external organisations and the public. This will include verbal, written and electronic media.

The role will require close liaison with the MSK Service Manager, Team Leads and Clinical Lead for ESP/FCP - Community Services, other senior managers and their administrative support and staff at all levels across the Trust.

**KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES**:
The primary focus for this role will be to support the MSK Service Manager to deliver on their key priorities for the Service. This will include working with senior team members to provide the administrative support to enable the delivery of national initiatives and local projects to improve the care we provide to patients and how we support staff.

This will include:

- Following up and monitoring action plans
- Monitoring and supporting the submission of reports
- Diary and meeting management
- Taking notes and ensuring accurate record keeping including minutes and actions
- Supporting managers to monitor and prioritise work against specific deadlines.

**Administrative functions**
- Ensuring that all documentation is produced to an excellent standard
- To ensure effective and efficient diary management, and to enable management time to prepare and attend meetings
- To manage Service Managers diary, ensuring all absences/meetings are accurately recorded
- To organise and co-ordinate meetings including sourcing of suitable venue, time and equipment
- To provide minute/note taking at meetings, ensuring typed notes are circulated to attendees within the timeframes stipulated within Trust policies/standard operating procedures
- To ensure records and filing systems are maintained in line with Trust policies
- To ensure effective bring forward systems, ensuring necessary range of papers are available to management team
- Audio typing and personal dictation.
- To ensure all requests or requirements are actioned appropriately in the manager’s absence.
- To ensure photocopying and distribution of papers are completed and issued as required
- To set up and maintain accurate and effective filing systems both paper based and electronic filing systems
- Maintain health records and patient files in line with Trust Health Records Policy
- To carry out routine analysis of information as directed by manager, carrying out research to support analysis of information
- Use multiple computer systems as required within the department
- Respond to complaints where appropriate, escalating to Line Manager if unable to resolve

**Service delivery/improvement**
- Contribute to the NHS service improvement/modernisation agenda e.g. service redesign
- Work as part of the team in developing processes within the department to meet the demands of a growing/improving service
- Participate in team and directorate meetings as required
- Contribute to audits regarding departmental procedures
- Have a flexible approach to working hours to meet the demands of the service
- Adhere to the Trust Access Policy and Health Records Policy and appropriate standard operating procedures, Key Performance Indicators, government targets and standard operational policies

**Communication and Relationship Skills**
- To appropriately deal with all day to day correspondence relating to the role
- Make and receive telephone calls both external and internal according to Trust standards
- Take messages, ensuring they are actioned and/or received by the correct recipient
- Communicate effectively including discussion and written communication
- Provide excellent customer care, in a calm and professional manner - some situations may be challenging
- Organise and/or support meetings through effective communication

**Governance**
- To comply with HR policies particularly in relation to mandatory (essential) training and Personal Development Reviews.
- Undertake training as required to maintain competency/comply with trust policies
- Work within Trust policies - including those for confidentiality, data protection, health and safety fire protection, and annual appraisal
- Adhere to the Trust Access Policy, Key Performance Indicators, government targets and standard operational policies and procedures

**Analytical and Judgement Skills**
- Makes judgements on complex facts requir