Service Administrator

3 weeks ago

Taunton, United Kingdom Somerset NHS Foundation Trust Full time

As a Team Administrator within the Somerset NHS Foundation Trust (Somerset FT) Tobacco Reduction Service, you will play a key role in helping the team reduce the harm from tobacco across our treatment pathways at Musgrove Park and Yeovil District Hospitals, and at our mental health inpatient settings.

Based at Musgrove Park, you will provide support and will be responsible for the provision of comprehensive and efficient administration and secretarial services to members of theTobacco Reduction Team. This includes the arrangement and, organisation of the administration resource across the team in a timely and effective way.
- Co-ordinate administrative tasks e.g. preparation of agendas and minutes, taking appropriate follow-up action as required.
- To provide data analysis and data collection when required. Ensuring this is dealt with efficiently and professionally, within the agreed timescales and that all deadlines are met, whilst adhering to all relevant policies and procedures.
- Hold a systemwide spreadsheet which contains the attendance record for all staff in the team Staff Attendance Record’ which captures all annual leave entitlements, sickness records, supervision and appraisal dates.
- To support Project Manager by maintaining a record of supervisions and appraisals and sending out reminders to the team when they are due to become out of date
- To hold a record of all Laptops and phones within the team to ensure all equipment is accounted for, plus highlighting any faults or new equipment required
- Take formal minutes of meetings when required and send actions as directed by the Project Manager or other team members.
- Create and maintain excel spreadsheets and databases for service as and when required, including audit logs, patient information and reports.
- To form good relationships with partners working in primary care and community services in respect of smoking cessation discharge transfers, joint working and referrals.

**Our vision at Somerset NHS Foundation Trust is clear**: to deliver outstanding services that meet the needs of our population. To do that, we make a total of 1.7 million patient contacts every year; focusing on prevention and early support, helping people to stay well for longer.

We’re the first NHS Trust on the English mainland to take a joined-up approach to providing clinical, acute hospital, community health, mental health, learning disability and dental care services. It is what makes the Trust an exciting and dynamic environment in which to work and build a progressive career.

We’re building a Trust that reflects the communities we serve. We’re strongly committed to equality and diversity, both in our organisation and in the services we provide. And we want everyone here to be proud of and valued by our community. So, we’ll support you, your health and wellbeing in every way we can, every day.
- The post holder will work with all levels of staff, including clinicians and senior managers, key stakeholders associated with projects, including clinicians and system users in implementing project objectives and ensuring that collaborative working is fostered and encouraged.
- Respond positively, promptly and in a courteous and professional manner, to enquiries and incoming telephone calls.
- Deal with routine enquiries and takes the appropriate course of action as necessary, liaising with others as appropriate. Acts with discretion at all times to take and record accurate messages, redirecting queries where appropriate.
- Help maintain excellent communication, liaison and working arrangement with Trust Directorates, Trusts, NHS England, Somerset ICS and other agencies
- Act with discretion at all times to take and record accurate messages, redirecting queries where appropriate.
- Work independently in order to maintain accurate recording, monitoring and tracking of patients within the service, highlight any concerns to the appropriate manager.
- Deal with routine enquiries, takes the appropriate course of action as necessary. Ability to exercise judgement in task related problem solving.
- Monitor and maintains department standards, analyse systematically and evaluate all data and relevant information within the service.
- Manage and prioritise own workload exercising own judgement, to make decisions on a daily basis dealing with problems/issues as they arise but referring to manager as necessary.
- Arranges and provides cover for colleagues during periods of absence and leave, as required in the interest of the service, ensuring that adequate cover is in place
- Compile agendas, type and circulate minutes
- Take and transcribe minutes where necessary.

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