Improvement Administration Assistant
2 months ago
Job summary
We have an exciting opportunity to join the ImprovementTeam in a permanent role as an administration assistant . The TrustImprovement Team helps support and deliver the work as set out by NHS Impactand we are two years into the Trust's continuous improvement journey. Thesuccessful post holder will join our established Improvement Team to supportadministrative tasks toprovide an efficient administration service to the Improvement Specialists andImprovement Facilitators.
The Team will work with our Executive colleagues andcolleagues across the Trust as well as system partners to continue to implementa culture of continuous improvement. You must have a passion for puttingpatients first and a strong desire to help our teams fulfil theirimprovement projects and programmes of work and support the adaptation andadoption of redesigned processes across the Trust.
Interviews are due to take place on Thursday 29th August 2024.
Main duties of the job
To provide an efficient administration service to theSenior Improvement Specialists, Improvement Specialist and ImprovementFacilitators.
To undertake agreed tasks to support the implementationof the Improvement System.
Be responsible for the booking, coordination andcorrespondence for the Improvement System Training Courses including MS teamsinvites and booking venues.
Support the trackingand reporting of benefits of improvement projects, working closely with therelevant support departments ( Finance, Business Intelligence etc.) toensure accurate reporting.
Toassist the Senior Improvement Specialists and Improvement Specialist to coordinateimprovement workshops for complex value stream work and other improvementprojects.
To raise orders for itemsrequired for the team such as IT Equipment purchases, Stationary and any othernon-stock items.
Contributeto the continued service improvements of the team and, on occasions, willcomment on policies and procedures within the team.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best peopleBetter never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To view the full job description please access the supporting documents section.
KeyDuties:
OfficeAdministration:
Establish and maintain an administrative service thatensures work is prioritised to meet agreed timescales.
Develop and maintain an effective system (bothelectronic and paper based) for filing and retrieval of documentation whichwill, where appropriate, ensure complete confidentiality of sensitiveinformation.
Manage the department email account.
Receive, screen and write emails, deal with generalenquiries and develop a comprehensive system in the department which ensuresthat all messages are actioned within appropriate timescales.
Maintain mandatory and other staff training databasesas required.
Work on own initiative to ensure that all emails aredealt with, that all urgent correspondence is identified and that papers arebrought to the attention of the relevant manager prior to attendance atmeetings.
Effective day-to-day administration of the office team annual leave tracking, hot desk system management, Improvement Team foldermanagement, MS Teams channel management, recruitment administration.
Ensure adequate arrangements are in place to coverduties during annual leave and be a point of contact during colleagues annualleave as and when required.
Undertake preparation of PowerPointslides, agendas, action notes and minutes.
Undertake general photocopying anddistribution of papers (physically and virtually).
Support the maintenance of theshowcase and accountability walls across three sites
Compose routine correspondence andinitiate responses to general enquiries.
Support with electronic diary managementand maintain an effective bring forward system to ensure the availability ofappropriate papers for meetings.
Coordinate and arrange meetings,events and working groups for the department and trust-wide, bookingappropriate venues and hospitality.
Understand and be able to navigate(with training) through Trust information systems.
Support with preparing informationin the desired format reports, spreadsheets, charts etc.
Support the team with the on-the-dayrunning of events, workshops and training sessions
Coordinate all bookings for theImprovement System training ensuring MS team links are sent out and attendanceis logged.
Update ESR with the training statusof Improvement System training course delegates.
Produce regular reports on the trainingstatus of Trust employees to Directorate and Improvement Board members
Coordinate and distribute the ImprovementSystem training certificates.
Develop user-friendly and effectivespreadsheets
General Duties:
Work independently and manage ownwork area within the team.
Ensure good professional workingrelationships with all other agencies, professionals, colleagues and the publicwho contact the department.
Show a flexible approach in achanging, demanding environment which has an unpredictable workload.
Be proficient in using Windows basedcomputer packages in particular Word, Excel, Access, Power Point and MSOutlook.
Communicate effectively andcourteously when receiving complex or sensitive information that comes into thedepartment, where tact and re-assurance is necessary.
Undertake any other dutiescommensurate with this grade of post in agreement with the relevant linemanager.
Person Specification
Other Job Requirements
Essential
Willing to undertake further training relevant to the post. Flexibility Home working and site working Ability to travel between sites
Knowledge and skills
Essential
Ability to work accurately and methodically. Pleasant telephone manner. Flexible approach to duties and take on new tasks. Understanding of the Data Protection Act and code of confidentiality. Ability to communicate effectively, and demonstrate excellent communication skills: verbal, written and listening. Knowledge of basic office procedures. Working knowledge of Microsoft Office Word, Excel, Outlook, MS Teams Ability to meet deadlines on time
Desirable
Knowledge of the Improvement System and tools
Qualifications
Essential
Educated to a minimum of GCSE Grade C in Maths and English or equivalent Working knowledge of Microsoft Office packages Word, Excel, PowerPoint and Outlook Knowledge of administrative procedures, including specialised IT systems (knowledge acquired through formal training, NVQ Level 3 or equivalent experience
Personal Qualities
Essential
Positive attitude. Ability to work both independently and as part of a team. Reliable. Produce accurate and timely work.
Experience
Essential
Relevant recent experience using MS Office packages in either a work or education environment Experience of diary management and event booking
Desirable
Previous Administration experience Previous NHS Experience-
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