Administrator (Safeguarding)

7 months ago

Dorchester, United Kingdom NHS Dorset Full time

JOB PURPOSE The post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff with the Quality Directorate. The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge, and technology to improve, inform and support portfolio projects and initiatives. In particular, the post holder will: take overall responsibility for the provision of comprehensive, efficient, and high-quality Personal Assistant/Administration services to enable Senior Managers within the directorate to deliver board level functions and lead the commissioning processes within NHS Dorset. manage high-level co-ordination and communication between staff at all levels of NHS Dorset to produce papers, reports and minutes for meetings and key stakeholders.

create and maintain effective working relationships at all levels, internal and external to NHS Dorset, including NHS and non-NHS organisations across the Dorset health community, locally and regionally. work in partnership with others and as part of cross Directorate teams to deliver successful outcomes. To maintain timely and accurate outputs for all work. POST SPECIFIC, TASKS AND OBJECTIVES Delivering High Standards The post holder must work on their own initiative with a sound understanding of the business of the organisation and current practices to manage workload and ensure information is communicated appropriately and enquiries are directed correctly.

To liaise with a wide range of people, partner organisations and agencies, both internally and externally on behalf of the Directorate, ensuring that a professional image is maintained at all times through appropriate use of language and behavior. To ensure that secretarial, administrative, and clerical support services, are provided in a timely and efficient manner on behalf of senior staff and the Directorate as a whole. This will include a range of duties from routine, arranging and coordinating conferences/ events, minute-taking, to exercising personal and professional initiative. Manage and prioritise all incoming and outgoing correspondence, initiating response on behalf of Senior Staff where appropriate and ensuring action required is undertaken within deadlines; Correspondence into the team will include from patients and family members so this will provide general non-clinical advice, information, guidance or ancillary services directly to patients, clients, relatives or carers; Demonstrating a high level of discretion and confidentiality while ensuring that responses to deadline are met; The nature of the work of the Safeguarding team mean that this role will receive frequent indirect exposure to highly distressing or highly emotional circumstances; Receive and respond to incoming telephone calls, redirecting them where appropriate and/or necessary.

To make outgoing telephone calls at own discretion or as required by senior staff and act as first point of contact for calls, including senior staff and officials from a wide range of organisations and government bodies, determining their requirements and the appropriate process of responding; Manage and co-ordinate shared mailboxes and electronic diaries, organising and scheduling appointments to make the best use of time management; This role will include complex staff or work planning, where there is a need to allocate and re-allocate tasks, situations or staff on a daily basis to meet organisational requirements. Due to the nature of the work of the team it also includes the skills required for co-coordinating activities with other professionals and agencies, for example organising case conferences; Manage travel and accommodation arrangements for senior staff, assessing and making accurate judgments of time commitments involved and to exercise time management skills to minimise disruption to the time of senior staff; Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost-effective arrangements taking account of the circumstances in each case; Plan for situations, which are known; and have the ability to re-prioritise work to accommodate unexpected situations and interruptions; To co-ordinate activities of other offices in the awareness of the business agenda with specific reference to communication of Directorate and Corporate activities; Actively support and contribute to the development of key performance indicators for the successful assessment of performance; Support implementation of projects and initiatives through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the team; Undertake information/project analysis as agreed with Project Lead; Develop and maintain e-filing and paper filing systems and databases e.g., Ulysses. Propose changes to own service and work area, infor

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