Administrator

Provide a comprehensive, confidential secretarial and administration support service to the Directorate Management and clinical teams on a day-to-day basis. This support should normally be provided during the core hours of 9am and 5pm. However, to ensure alignment with the Direct Clinical Care time of the Clinical Teams for whom they support flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.

It is expected that cross-cover is provided within the administrative teams and within the Directorate as and when required.

To provide administrative and clerical support to the Directorate Management team, including maintaining Dashboard data input, diary maintenance and minute taking.

To undertake management of the Child Health Directorate social media, ensuring posts are updated and approved and membership is updated with leavers and starters.

To produce regular Directorate Newsletters using Microsoft Sway and circulate to all members of the Directorate.

Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. The majority of the correspondence will be audio typing.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

To provide administrative and clerical support to the Directorate Management team, including maintaining Dashboard data input, diary maintenance and minute taking.

To undertake management of the Child Health Directorate social media, ensuring posts are updated and approved and membership is updated with leavers and starters.

To produce regular Directorate Newsletters using Microsoft Sway and circulate to all members of the Directorate.

Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. The majority of the correspondence will be audio typing.

To provide additional cover for audio typing of Consultant’s letters across the Directorate, when required to ensure letters are received by the recipients in a timely manner.

Dealing with routine correspondence, drafting responses as appropriate, and ensuring relevant background information is available as required.

Attend and minute meetings as required, including Directorate Governance, DMB, Sister’s Day and other meetings as required.

Monitoring action points and ensuring they are reported on at subsequent meetings.

Drafting agendas and ensuring paperwork for meetings is distributed in a timely manner.

To draft and prepare presentation materials as required by the Directorate Management team.

To develop and implement effective document retrieval and filing systems to support effective working and efficiency within the department.

Working with other assistants to provide a comprehensive range of admin support to the directorate management team, ensuring cross-cover is available as required.

To provide admin support to other senior members of staff as required.

To carry out any other relevant tasks as required by Directorate management team members.

Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.

Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.

Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.

Maximise the use of innovative IT systems.