Workforce and Management Secretary

Job summary

An excitingopportunity for a Workforce and Management Lead Administrator has presentedwithin our Acute, Rehab and Eating Disorder Services.

Thisrole is due to an expansion of the service and presents the perfect opportunityfor development. We are looking for amotivated individual to join a dynamic team undertaking extensiveadministrative duties relating to workforce and management matters. You will need to be personable and be able towork in a confidential manner having an extensive knowledge of GDPR legislation.

Main duties of the job

Thepostholder will offer a comprehensive and robust management secretarial serviceto the Clinical Team Leads and Managers within area of service.

Thepostholder will work closely with the Workforce Department within Navigo andwill manage all personnel files within area of service including management of annualleave maintaining up to date information is held.

Thepostholder will be responsible for supporting recruitment, induction, all staffchanges and all staff reporting and payroll.

Thepost-holder will be responsible for month end reporting of all staff withinarea of service.

Thepost-holder will be responsible for maintaining up to date knowledge on Navigopolicies, process and procedures and working within these at all times.

Thepost-holder will undertake any other general administrative duties within therequirements of the Team.

Thepost-holder will undertake any other relevant duties required from time to timeas requested by Management which correspond to the gene

About us

Hello

We are Navigo. We look after North East Lincolnshire'smental health and well-being. We are an award-winning social enterprise thatprovides mental health services to the NHS and beyond.

The whole basis of our work isto deliver services that we would be happy for our own family to use.

We offer a range of mentalhealth services, including acute and community facilities as well as specialistsupport such as outstanding older adults inpatient services, rehabilitationand recovery community mental health and an outstanding specialist eatingdisorder facility.

Ranked as one of the top UKcompanies to work for, we featured in the Best Companies top 100 large companylist and were named sixth best health and social care company 2023.

As a social enterprise, we dothings a little bit differently and have also developed income-generating commerciallyviable businesses that provide training, education and employment opportunitiesincluding Grimsby Garden Centre and two cafes.

Working at Navigo is not likeworking anywhere else. Lots of places say that, but we really mean it.

We like to work withforward-thinking people who want to make a difference.

Come join us

Job description

Job responsibilities

providecomprehensive and robust administrative management support including meetingsetting and diary management to the Clinical Team Leads within area of service.

2. Assist incover of aspects of the role of other Senior Administration roles within servicearea as and when requested/required.

aspectof the role will often require working with confidential employees records withthe commensurate level of discretion and diplomacy this entails, at all timesadhering to the NHS Code of Confidentiality.

workclosely with Clinical Team Leads assisting in the recruitment process producingvacancy documentation, setting interviews, completing interview packs andmanagement of all post interview documentation liaising with Workforce andFinance as appropriate.

up ofnew staff on all systems and organise induction timetables, mobile phones,equipment and access to all IT etc.

manageall electronic staff files for area of service collating information asappropriate and ensuring staff records are up to date at all times ensuringemployee records are stored and maintained in accordance with the DataProtection and Freedom of Information Acts.

therequested annual leave for the Clinical Team Leads within service reportingback to and requesting authority from the Senior Operational Manager liaisingwith the Administrator to the Senior Operational Manager in updating the SeniorOperational Managers diary.

liaisewith Clinical Team Leads and ensure staff annual leave records are producedannually, maintained, updated, reported on and diarised as required in linewith Navigo process.

liaisewith the Occupational Health Department under direction of Clinical TeamManagement for those clinical staff referred to Occupational Health furnishingOccupational Health via Navigo documentation with required information asrequested and appropriate.

workclosely with Clinical Team Leads as requested reporting on required personnelinformation to assist in any ongoing staff monitoring/workforce meetings andadministratively support and record on personnel files any Workforce staffmeetings as led by the Senior Operational Manager/Clinical Team Leads withinarea of service.

undertake month end reporting for area of service ensuring timescales are metand information provided is accurate and reflective.

providemonthly detailed absence information which is highly sensitive by nature toexternal payroll providers and where required investigate, answer or ifrequired, escalate any queries which could have an impact on staff monthlypayments.

supportManagement in the regular updating of Business Continuity Plans in relation tostaffing of area of service to maintain an up to date emergency contactdetails record of all staff.

upkeepand maintain the IT equipment/medical devices equipment register across area ofservice.

therequest of and under direction of Clinical Team Leads/Managers uploadcompliments and complaints information to the DATIX system.

inthe undertaking of regular audits of the system and help produce exceptionreports as appropriate to ensure compliance.

inthe production of Presentations on behalf of the management team usingPower-point/Publisher.

18.Maintainseffective financial systems and records ordering relative to area of service inconjunction with Management, monitoring budget expenditure, raising orders andprocessing invoices as necessary.

19.Regularlyassist in the production of management documentation/reports for Clinical TeamLeads/Senior Operational Manager as requested. The post holder will be requiredto determine the format of the report depending on the purpose of theinformation request and establish which system is best to source theinformation.

offersupport as requested to both internal and external meetings including complexmanagement, business and clinical meetings where led by Clinical TeamLeads/Management:

Sourcing andbooking of suitable venue

Invitations/Meetingapology collation for Chair in relation to meeting attendees

Preparationof Meeting Agendas and dissemination of documentation pre meeting

Taking,producing and distributing minutes of meetings and relevant documentation underdirection of Chairperson and Management.

providecomprehensive administrative support to the Clinical Team Leads where they arethe lead Investigator for Serious Investigations, complaints and staffgrievances etc

To offersupport to Clinical Team Leads/Management within service area both internal andexternal Management meetings including:

Sourcing andbooking of suitable venue

Invitations/Meetingapology collation for Chair in relation to meeting attendees

Preparationof Meeting Agendas and dissemination of documentation pre meeting

Taking,producing and distributing minutes of meetings and relevant documentation

Person Specification

Experience

Essential

Management of staff records Financial knowledge sourcing equipment, raising purchase orders, month end credit card returns etc Excellent diary management skills Maintaining databases and spreadsheets

Desirable

Previous NHS secretarial/ administrative experience/knowledge of hospital administration procedures HR knowledge/background Experience/willingness to undertake training in use of electronic systems Experience of working in a team

Knowledge

Essential

Understands the need for confidentiality Understanding of client group

Desirable

Knowledge of mental health services Working knowledge of CPA Knowledge of medical terminology Previous customer service role

Qualifications

Essential

Educated to GCSE level grade A to C or equivalent including Mathematics and English Language NVQ Level 3 Administration or equivalent practical knowledge IT qualification

Desirable

ECDL Supervisory trained RSA/OCR Grade 3 Typing/Word Processing standard

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