Band 4 Administrator

To work on own initiative, without supervision and to prioritise and manage own workload and delegate to Team Administrative Support Assistants, ensuring that service objectives and targets are met. Plan and organise meetings with colleagues and outside agencies, use planning skills to determine the importance of meetings/events and organise them in an appropriate timescale. To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Operational Meetings, MDT, investigations. As and when required to be responsible for chairing and regular attendance by the team at regular administrative team meetings, ensuring minutes/notes are accurately taken and any action from those meetings are followed up.

Provision of a comprehensive word processing service using Microsoft Office packages including the typing of confidential/clinical correspondence from manuscript or audio/digital transcription. To be responsible for the patient pathway process as per the electronic patient record system (Rio), as and when required, eg referrals, clinical coding, appointments, domiciliary visits, questionnaires, assessments/clinic lists, prescription. Notify manager/clinician of potential or real delays for a patient in the pathway particularly with regard to the RTT status. To ensure the implementation and maintenance of an effective filing and retrieval system for the hub (archiving).

Resolve or re-direct telephone enquiries, letters and post which are routine/non-routine that come through the administration team from patients and professionals. Delegation of daily administrative tasks to include opening and sorting of post, photocopying, filing, faxing, scanning, typing correspondence and other documents. Order stock (stationary) and non-stock items for hub/service if required using the appropriate budget code. To supervise designated administrative staff.

To ensure effective communication.. To support new team members to ensure awareness of the functions that are in existence for the administration structure and immediate team with reference to the Standard Operating Procedures within the department. Develop and empower all members of the team to perform to high standards and innovate. Provide cover for other administrative staff members during periods of annual leave and sickness absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput.

Ensure supportive staff management arrangements are in place and carry out annual personal development reviews for direct reports resulting in specific objectives and effective personal development plans in line with the Knowledge and Skills Outline Framework. Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDRs. Develop a culture that ensure that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff and that staffs perception about their working lives are measured and improvements made.