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Locality Administrator
2 weeks ago
**Locality Administrator**
**Location**: Southend
**Job Type**: Temporary
**Duration of booking**: This is expected to for 5 months and likely to be longer
**Proposed start date**: ASAP
**Sector**: Healthcare
**Base**:Hospital
**Band**: 3
**Pay Rates**:
£10.69-£11.20 paye inclusive of holiday pay. Depending on skill and experience
**Working Days and Hours**:Monday to Friday 9am to 5pm, 37.5 hours a week
**Job Summary**
- The Locality Administrator is responsible for providing administration support to the Service Delivery Management Team.
- Provide effective administrative support, assisting in the allocation of staff to rosters and working with the leadership team to ensure optimal cover is provided to meet the Trust's objectives.
- Communicate effectively with operational staff, support services and external agencies.
**Keydutiesandresponsibilities**:
- Provide administrative support using Microsoft Office packages including Word and Excel. This includes establishing and maintaining office systems both paper and electronic to a high standard.
- Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy as required by the Management Team including confidential letters and reports.
- Draft routine and standard correspondence on behalf of the Management Team.
- Prioritise own workload to ensure that work is completed within agreed timescales.
- Populate and maintain locally the Global Rostering System.
- In liaison with Sector Lead Planner and Sector Management, maintain resources/rosters ensuring optimum staff unit hours and vehicles against the demand analysis for each day of the week, in line with Trust Policies, Procedures and any other relevant guidance.
- Arrange sickness absence review meetings, initiate RTIN (return to work) meeting and paperwork and produce notification of the requirement for informal and formal interviews to the Emergency Operational Management Teams.
- Facilitate the planning of phased RTW programmes as dictated by the Emergency Operational Management Team.
- Work with management to ensure that staff are planned to work in a way which reflects the Trusts Policies and Procedures and any other relevant guidance, examples include Working Hours policy, Annual Leave, Sickness absence and the Policies for the managementof Relief staff.
- Continuously identify and monitor uncovered shifts and assign known spare capacity as a priority to available shifts, liaising with the Sector Lead Planner.
- Arrange cover for vacant shifts using effective communication skills with operational staff which will include using a degree of persuasion and negotiation.
- In liaison with Sector Lead Planner allocate overtime within identified limits and Trust Policies, Procedures, and any other relevant guidance, on a fair and equitable basis.
- Deal with enquiries from a variety of sources, actioning those within delegated authority.
- Following up as directed Management Team/line manager.
- Responsible for day-to-day administrative duties and any other relevant duties as requested including HR paperwork, ad-hoc reports and gathering information for complaints.
- Arrange and prepare meetings on behalf of the Assistant General Manager, booking rooms, and refreshments as required.
- Serve as a single point of contact for permanent, bank and agency staff queries relating to salaries and liaise with Payroll/Agency, seeking resolution and solution.
- Liaison with the finance department and Procurement regarding orders/invoices/queries/sign off.
- Monitor levels of stationery and other office supplies, requisitioning additional stocks as required.
- Check the delivery of goods and services, identifying any issues and taking the appropriate action to remedy.
- Act as secretary at formal meetings and hearings across the Trust: to take notes/minutes, prepare and distribute agenda's, notes/minutes, and any other relevant papers.
- Provide administrative support using Microsoft Office packages including Word and Excel. This includes establishing and maintaining office systems both paper and electronic to a high standard.
- Produce planned reports such as sickness absence monitoring information, annual leave analysis and control room sheets and other ad-hoc reports as required.
- Support new administrators by consolidating previous training and providing mentorship.
- Ensure that any issues that may affect service delivery are reported to a member of the Sector Business Unit management team and Operations centres
- Pass on to the appropriate person constructive views and ideas on improving services for users and the public.
- Responsible for adapting own practice as agreed with line manager.
- Ensure that, within the sector: All filing, general, personal, and daily file correspondence is kept up to date Ensure operational (front-line staff) comply with the
- European Working Time Directive
- Co-ordinate the recall of staff to assist with major incidents as required
**Questions**
Do you have experience working as an Administrator NHS?
Do you have experience working as an Administrator support healthcare sector?
Do you have the facilities to work remotely?
Have you ever worked at band 3 before?
Do you meet the criteria above and available to start immediately?
