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Directorate Admin Officer
4 months ago
NHS AfC: Band 4
**Main area**
- Science & Technology Directorate
- **Grade**
- NHS AfC: Band 4
- **Contract**
- Permanent
- **Hours**
- Full time - 37.5 hours per week
- **Job ref**
- 164-4828924**Site**
- Nottingham University Hospital
- **Town**
- Nottingham
- **Salary**
- £23,949 - £26,282 pa
- **Salary period**
- Yearly
- **Closing**
- Today at 23:59
- **Interview date**
- 20/01/2023Job overview
The post holder will provide direct administrative support to the Directorate Leadership Team.
The post holder will be responsible for day-to-day supervision of the Directorate Administrator. They will provide support for risk, governance, quality and people processes across the Directorate. They will assist the Directorate Operations Manager with performance management by acquiring and extracting relevant data. To facilitate this, they must develop a detailed knowledge of the administrative processes relevant to the Directorate.
Main duties of the job
Provide direct administration support to the Directorate Leadership Team.
Provide administration support to a number of Committees to include arranging accommodation, collating papers and taking and transposing minutes
Collate and update information relating to department risks including risk assessments and action plans. Update the information on the Trust Risk Management system (Datix) and produce reports as required. Collate information relating to risks, incidents, PPI, clinical audit and inspections for reports as required.
Collate information relating to Information Assets and ensure logging of information on the Trust system is complete and regularly updated.
Ensure the Health & Safety Compliance Review is reviewed and updated.
Arrange Quality Management System internal audit plan, external audits and audit action plans. Collate audit reports and ensure QMS processes are updated according to set timetable.
Assist with the reporting of performance measures and presenting reliable data.
Working for our organisation
The Science and Technology Directorate sits within the Clinical Support Division and is made up of nine services including Bowel Cancer Screening Hub, Clinical Engineering, Clinical Neurophysiology, Evoked Potentials, Nuclear Medicine, Radiation Physics, Radiotherapy Physics, Sterile Services and Trent Simulation and Clinical Skills Centre.
Detailed job description and main responsibilities
**Administration**
Provide administration support to the Directorate Leadership Team.
Provide direct administration support to the Directorate Operations Manager.
Provide administration support to a number of Committees to include arranging accommodation, collating papers and taking and transposing minutes.
Collate updates against a number of action plans relating to the risk, governance, quality and people agendas.
To oversee the management of the department vehicles to include licence checks, driver’s health monitoring, legislation, insurance claims and contract review.
Attend relevant Trust admin meetings and provide feedback to the Directorate.
To place orders using the Trust online systems.
To arrange transport and accommodation as required.
**Quality, Risk and Governance**
Provide administrative support to the Directorate Leadership Team on all aspects of quality, risk and governance.
Collate and update information relating to department risks including risk assessments and action plans. Update the information on the Trust Risk Management system (Datix) and produce reports as required.
Collate information relating to risks, incidents, PPI, clinical audit and inspections for reports as required.
Chase up outstanding risk reviews and incident investigations ensuring that review dates are met.
Collate information relating to Information Assets and ensure logging of information on the Trust system is complete and regularly updated.
Ensure all Services have up to date Business Continuity Plans in place.
Ensure Health & Safety inspections are carried out in all areas as required.
Ensure the Health & Safety Compliance Review is reviewed and updated.
Oversee the CQC Peer Review process ensuring that reviews are carried out in all relevant areas and results collated.
Produce the Governance report for submission to Governance meeting.
Collate information for quarterly Governance newsletter.
Arrange Quality Management System internal audit plan, external audits and audit action plans. Collate audit reports and ensure QMS processes are updated according to set timetable.
**Human Resources**
Assist in the recruitment and induction of new admin staff.
Monitor leave and time sheets. Complete monthly eTimesheets ready for submission to Pay Services.
Monitor sickness and absence and participate in return to work meetings and wellbeing meetings where appropriate.
Actively participate in the appraisal process as an appraiser and appraisee using the Trust’s documentation
Oversee the completion of mandatory training and appraisal
