Job summary
The post holder is in charge of Procurement and covering the admin manager's leave and assisting the admin hub at times of absence.
To provide and supervise a high quality administrative, clerical and reception service for patients andtheir carers who access the Trust services.To take responsibility for all aspects of the smooth running of the service. To organise non-clinicalstaff ensuring that all available resources are managed effectively. To manage problem situations asand when they arise, this includes technical, staffing issues and service user and carer situations. Toensure there is adequate admin staff cover at all times so that patient care is never compromised.To line manage junior administrative support staff as required.You will be required to use your initiative in all aspects of secretarial and clerical work to efficientlyprioritise work and meet deadlines, as the service line requires.
Main duties of the job
Raising requisitions via PECOS, Eroster, helping with newcomers and leavers processes and taking the lead on archiving.
Your duties will encompass typing of letters, taking and transcribing minutes at meetings asnecessary, telephone liaison as necessary with external agencies and making appointments at therequest of the service. You will also assist with procurement and eRoster, archiving, scanning,uploading and photocopying and any duties essential to the comprehensive secretarial supportservice you will provide.Your dealings with matters relating to clients and staff is of a highly confidential nature and shouldnot be divulged to another or discussed with other colleagues other than as necessary within thecontext of your role.
About us
North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Job description
Job responsibilities
To provide a comprehensive secretarial service to the service/department
To operate a desktop PC, arranging appointments, drafting and typing of letters, typing of assessments, and any general correspondence as requested by the team.
To organise monthly meetings as requested, including preparation of agendas, taking and transcribing minutes as required
To ensure all messages given verbally, written or by telephone are passed on to the correct discipline within an agreed timescale.
To receive telephone calls and emails from outside agencies, deal with them if possible or refer on as appropriate
Maintain an effective brought forward system in line with the needs of the service/dept
Provide statistics and reports as and when required
Ensure compliance with local policies and maintain accurate records
Deal with correspondence on behalf of the management team as necessary.
Ensure good working relationships with all staff, the organisation and outside agencies.
Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the Administration Department.
Adhere to the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.
Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust, ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team.
To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
To maintain good standards of professionalism.
To undertake on-going personal development through participation in appraisal and supervision, attend and participate in relevant training identified.
Undertake any other duties as may reasonably be required of you by the service (i.e. eroster, procurement, new starter processes).
Person Specification
Education and qualifications
Essential
- NVQ3 or equivalent or relevant practical experience
Other Requirements
Essential
- Occasional exposure to distressing or emotional circumstances, office conditions.
- Works without supervision, advice available from line manager when required
Skills and abilities
Essential
- Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook
- Good knowledge and proficiency of Trust systems to include, RiO, PECOS and eRostering
- Excellent verbal and written communication
- Keyboard skills to ensure accuracy, speed and optimum use of functions
- Ability to plan, prioritise and organise a number of activities and continually reprioritise to meet tight, conflicting and often changing deadlines
- Maintains confidentiality and observes Information Governance and Data Protection rules
- Ability to work as a member of a team
- Negotiation and persuasion
- Ability to organise own an others workloads to ensure that internal and external targets are met and which may involve extracting information from various systems and takes initiative to query conflicting information or to clarify as appropriate
Personal qualities
Essential
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others
- Reliability with good time keeping.
- Actively develops themselves and supports others to do the same.
Desirable
- Ability to work flexibly.
Experience
Essential
- Managing busy workload and conflicting priorities
- Handling confidential and sensitive information in accordance with the Data Protection Act
- Working in a team
- Supervision of at least one member of staff
Desirable
- Supervisory experience to include recruitment, appraisal and performance management
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
North Middlesex University Hospital NHS Trust
Address
Cedar House, St Michael's Primary Care Centre
Gater Drive
Enfield
EN2 0JB