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Administrator/Service Co-Ordinator

3 months ago

StokeonTrent, United Kingdom North Staffordshire Combined Healthcare Trust Full time

Job summary

Administrator/Service Co-Ordinator: Band 4 - hours - Crisis Care Centre, Harplands Hospital:

Are you an experienced Administrator/Service Co-Ordinator? Are you looking for a challenge in this role? Then come and join us in the Crisis Care Centre at the Harplands Hospital. We have an exciting opportunity for an experienced Administrator/Service Co-Ordinator to join our team.

Primarily working for the Crisis Care Centre, the successful candidate will have excellent communication skills, recent secretarial/administration experience and be well organised.

Applicants need to be qualified and proficient at minute taking.

In return we can offer you:

A supportive & friendly working environment Active encouragement to learn and develop within your role Dedicated career pathways and great opportunities for continuing professional development Commitment to, and support for your wellbeing

Main duties of the job

The Crisis Care Centre is an essential component of the urgent care pathway and provides an all age single point of access to mental health services in north Staffordshire, whilst also offering a 24-hour, seven day crisis service with the additional offer of intensive home treatment as an alternative to an acute inpatient admission. The Crisis Care Centre in line with the NHS Long Term Plan will be expanding this offer too support individuals in crisis by receiving referrals via NHS 111, in addition to the dedicated line for ambulance, police, GP's and other professionals requiring an urgent mental health response.

The post holder will establish and maintain a business support infrastructure necessary to assist the operational team manager and key staff in meeting the Trusts objectives and targets in relation to performance targets. This will include the development of systems and processes to monitor performance against the Trust's Key Performance Indicators.

To analyse reports and extract data from all report formats for all key performance indicators (Quantity & Quality) and feed this back to operational team manager and key staff in a format that can be used within the service for planning and supervision purposes.

About us

Our vision is 'To be Outstanding in all we do and how we do it.' Our team prides themselves on compassion, team work and resilience.

Our Trust is on an incredible journey of innovation and we'd like you to be part of it. To excel you will be an enthusiastic, caring and compassionate professional who is looking to work within a Trust that is ambitious to perform well and has been told by the Care Quality Commission that it is the fastest improving Mental Health Trust in the Country.

In return we offer;

A competitive progressive salary

We cover the cost of your DBS Check (£44)

Uniform provided

Competitive staff benefits such as weekly offers and discounts

Individual Personal Development Plan and Career Progression

Excellent pension scheme available

27- 33 days annual leave, plus statutory bank holidays (pro rata)

Well being initiatives in place to support staff

Job description

Job responsibilities

Request information / activity reports that are required on behalf of the operational team manager and key staff including data timeliness, contract monitoring reports, waiting times.

Provide a central point of contact to respond to/resolve any queries on behalf of the operational team manager where appropriate in relation to all Key Performance Indicators.

Provide support to colleagues to ensure consistency and equity of provision across the service as required.

Responsible for liaising with Corporate / Support Services to obtain data / performance reports activity reports, workforce and training data, financial information.

Provide regular monthly information updates as required to operational team manager and key staff.

To be available for regular supervision by the operational team manager.

Provide and maintain the appraisal process for identified staff. To make sure that training needs are highlighted and followed-up.

Support with the management of sickness & absence triggers and administrative support.

Attend and participate in Admin/Business Meetings inclusive of chairing and note taking on a regular basis.

Support and participate in the team meetings including taking minutes of meetings.

Be accessible wherever possible at all times within core working hours.

Plan and organise complex activities or programmes for self and team, requiring formulation or adjustment

1. Arranging and co-ordinating meetings with internal and external partners, and arranging events for the team at external venues.

2. Taking accurate minutes for team meetings and other meetings as required.

3. Diary management for the operational manager and team, including confirming attendance, circulating papers and booking venues.

4. Ensuring monthly reports and minutes are collated from the teams and corporate partners.

5. Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.

6. Utilise IT packages such as Word, Excel and PowerPoint competently.

7. Develop and supervise maintenance of filing systems (electronic and paper) to ensure effective access to relevant information.

8. Prioritise own workload on a day-to-day basis to ensure that deadlines are met.

9. Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information. Planning key work-streams as part of a project.

10. Staff or work planning to meet organisational requirements.

Autonomy to provide a comprehensive business support infrastructure for the operational team manager and team in extracting and analysing reports and data for all key performance indicators (Quantity and Quality) and feeding back in such a format that can be understood and actioned by the service to achieve compliance, inform supervision and forward planning.

Monitor ESR Business Intelligence system to ensure compliance with staff mandatory training/appraisals/sickness providing reports as necessary.

To ensure robust systems are in place to monitor, capture, extract and analyse relevant data to measure performance against contracts and to support compliance with Key Performance targets providing relevant information on a daily basis in a variety of formats.

Person Specification

Qualifications

Essential

Diploma in Business Administration or equivalent training in relevant area

Experience

Essential

Substantial experience of a range of relevant procedures and software programmes, and ability to provide examples of own application of these