0 to 19 Administration Hub Lead Administrator

4 weeks ago

Torquay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

The PHN Administration works as an integrated member of Torbay 0 to 19 Partnership providing secretarial and office administrative service for the Specialist Community Public Health Nursing (SCPHN) workforce.

As part of the PHN Administration Hub this post is also responsible for providing administration support to the Service Manager Professional Lead for Specialist Community Public Health Nursing (SCPHN) and the General Manager for Public Health.

The PHN Administrator will support the Business Manager and Co-Ordinator with a wide range of office functions which will result in the smooth running of Paris Health in the PHN Admin Hub.

This includes receiving and dealing with all electronic and telephone queried, responsibility for maintaining electronic records, as well as the office administration functions including ordering of supplies and equipment, minute taking, room boking, as well as co-ordinating meeting and diaries.

To support the management team in organising training and networking events for health professionals including preparing presentations, booking venues, travel arrangements and monitoring the coordination of feedback and evaluation forms.

To assist in the preparation for and attending of meetings. This is to include the taking of minutes, the writing of agendas and will also include the booking of rooms for meetings.

To manage incoming paper documents, ensuring they are stored according to Trust policy. To monitor and order stationary and other sundry items as required via Unit4. To review electronically received data and utilise relevant IT systems to coordinate the accurate dissemination of information, safely and efficiently, across the SCPHN workforce.

To respond to telephone enquires in an efficient manner, providing signposting and appropriate management where tact and sensitivity is required. Reporting complaints and incidents to the Manager and manage appropriately in the first instance.

To participate in the recruitment process for band 2 administrator posts. The ability to oversee the delegation of duties given to team members. After reasonable consultation, to undertake any other tasks, if required to do so by the service.

The post holder will have the opportunity, as part of a team, to continue to help provide and develop the current administration service for the 0-19 Partnership.

Communication and working relationships
- To be aware of and respect responsibilities involved in the confidential nature of the work have an awareness of complex issues surrounding confidentiality and consent.
- To be able to communicate with and relate well to a wide variety of individuals and groups, including children, young people and their families, using high level interpersonal and communication skills to provide and receive complex and often highly sensitive information, e.g. domestic abuse, child protection, children with additional needs.
- Working relationships will includes:

- All staff in the Public Health Provider and Torbay Sectors.
- Administrators and Personal Assistants operating across Torbay.
- 0-19 Team Leaders, service managers and General Managers.
- Project Manager for the 0-19 service.
- Service Managers for Substance Misuse, Lifestyles and Children’s Learning Disability.- The named nurse for Children’s Safeguarding Team & the Looked After Children’s Team.
- Health Intelligence.
- Torbay Council including Public Health Commissioners & Children’s Services.- Business Planning & Performance.
- University of West England and Plymouth University.

Planning and organisation
- To prioritise own workload manage time effectively by utilising skills, knowledge and competencies.
- To provide administration support to mangers who are organising educational programmes and training activities within the SCPHN workforce.
- To organise multiagency meetings to meet a time frame
- To support the organisation and smooth running of the HV SN forums
- To be responsible for on-going personal and teams’ development. To take an active part in identifying own and teams training needs and attending training as directed.
- To be able to manage electronic diaries and drives, ensuring these are current.
- To be responsible for booking rooms for the 0-19 service.
- To monitor Plymouth University website (Poppi) and Informing PHN Team Leaders of any Pre-Registered students for allocation to teams.
- To maintain the management files on the O and N drive.

Analytical and judgement
- Ensuring that both incoming data and data inputted onto the Paris Health IT system is relevant and accurate.
- To support the annual audit programmes and the collection of data for Key Performance Indicators (KPI’s). This includes the production of reports as required, using a range of computer programmes.
- To review electronically received data and use the relevant IT systems to input data; creating and maintaining the client electronic records.
- To identify areas for service improvement in the Admin

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