Workforce & Management Administration Secretary
3 months ago
1. To provide comprehensive and robust administrative management support including meeting setting and diary management to the psychiatry team within area of service. 2. Assist in cover of aspects of the role of other Senior Administration roles within service area as and when requested/required.
3. To manage the administrative staff within the service including providing supervision and appraisals. 4. This aspect of the role will often require working with confidential employees records with the commensurate level of discretion and diplomacy this entails, at all times adhering to the NHS Code of Confidentiality.
5.To work closely with Team Coordinators assisting in the recruitment process producing vacancy documentation, setting interviews, completing interview packs and management of all post interview documentation liaising with Workforce and Finance as appropriate. 6. Set up of new staff on all systems and organise induction timetables, mobile phones, equipment and access to all IT etc. 7.
To manage all electronic staff files for area of service collating information as appropriate and ensuring staff records are up to date at all times ensuring employee records are stored and maintained in accordance with the Data Protection and Freedom of Information Acts. 8. Manage the requested annual leave for the Team Coordinators within service reporting back to and requesting authority from the Assistant Director. 9.
To liaise with Team Coordinators and ensure staff annual leave records are produced annually, maintained, updated, reported on and diarised as required in line with Navigo process. 10. Will liaise with the Occupational Health Department under direction of Team Coordinators for those clinical staff referred to Occupational Health furnishing Occupational Health via Navigo documentation with required information as requested and appropriate. 11.
To work closely with Team Coordinators as requested reporting on required personnel information to assist in any ongoing staff monitoring/workforce meetings and administratively support and record on personnel files any Workforce staff meetings as led by the Assistant Director/Team Coordinators within area of service. 12. To undertake month end reporting for area of service ensuring timescales are met and information provided is accurate and reflective. 13.
To provide monthly detailed absence information which is highly sensitive by nature to external payroll providers and where required investigate, answer or if required, escalate any queries which could have an impact on staff monthly payments. 14. To support Management in the regular updating of Business Continuity Plans in relation to staffing of area of service i.e. to maintain an up to date emergency contact details record of all staff.
15. To upkeep and maintain the IT equipment/medical devices equipment register across area of service. 16. Assist in the undertaking of regular audits of the system and help produce exception reports as appropriate to ensure compliance.
17. Assist in the production of Presentations on behalf of the management team using Power-point/Publisher. 18. Regularly assist in the production of management documentation/reports for Team Coordinators/Managers as requested.
The post holder will be required to determine the format of the report depending on the purpose of the information request and establish which system is best to source the information. 19. To offer support as requested to both internal and external meetings including complex management, business and clinical meetings where led by Team Coordinators/Management: Sourcing and booking of suitable venue Invitations/Meeting apology collation for Chair in relation to meeting attendees Preparation of Meeting Agendas and dissemination of documentation pre meeting Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson and Management. 20.
To provide comprehensive administrative support to the Team Coordinators where they are the lead Investigator for Serious Investigations, complaints and staff grievances etc To offer support to Team Coordinators/Management within service area both internal and external Management meetings including: Sourcing and booking of suitable venue Invitations/Meeting apology collation for Chair in relation to meeting attendees Preparation of Meeting Agendas and dissemination of documentation pre meeting Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin team Lead/Clinical staff. 21.To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings. 22.To type and format documentation and correspondence often of a highly sensitive nature ensuring timescales are met and information is shared and saved accurately 23.To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding
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