Detailed job description and main responsibilities

To provide an efficient and effective comprehensive administrative support to the team/service.
2. To manage the admin team across the Urgent Care Pathway. Ensuring support and development for the
team, including completion of timely appraisals and managerial supervision.
3. To effectively line manage the team of administrators, including management of annual leave and
sickness cover, any HR processes and recruitment within the admin team.
4. Provide a polite and efficient reception service to visitors, patients and families, if required.
5. To provide administrative support to the team ensuring that there are effective administrative systems
and procedures in operation.
6. To ensure that high standards of data quality are maintained and pull data reports as required, for the
team.
7. Suggest and make recommendations for improvement to existing administration procedures.
8. To provide and coordinate administrative support for meetings as requested and to ensure follow up
action is completed, including producing and distributing notes of meetings, setting up meetings,
preparing agendas, ensuring that a system is maintained to ensure correspondence/information is
available for meetings.
9. To maintain diaries and records for managers as needed, including arranging meetings, preparing papers
and minute meetings where necessary. This includes organising meetings, coordinating the diaries of
team members and providing administrative support as required.
10. To provide secretarial support to senior members of the team, utilising a high level of IT skills to produce
quality documentation to support the work of the team using the appropriate Microsoft software and
adopting the Trust’s corporate standards and style.
11. To respond to email, telephone enquiries and written enquiries using a high level of initiative and
responding in a confidential and sensitive way and action in the appropriate way.
12. To communicate confidential and sensitive information on patients and policy issues, and complex
information on directorate issues to external agencies.
13. To accurately update computerised patient records, as required.
14. To work with managers within Operational Services and IT to maintain data quality and make
improvements to data collection where necessary.
15. To ensure that the Trust’s databases are up to date and all clinical data is entered appropriately.
16. To collate staff records regarding training, annual leave and sickness leave etc.
17. To oversee the ordering of team stationery through e-Procurement and manage team’s petty cash. To be
responsible for raising and coding invoices under delegated responsibilities on both SharePoint and e-
Procurement systems.
18. To supervise admin/reception team, supporting the recruitment process as required.
19. To provide mentorship, administrative process and procedural guidance to administrative staff across the
pathway.
20. Assist in the induction of new staff, including organising local staff induction days and booking onto
corporate inductions.
21. Support the clinical team with roster building, managing roster requests, putting bank and agency shifts
out and maintaining safe numbers of staffing on the ward via the roster.
22. Manage any administration related complaints or concerns, speaking with patients and/or families and
creating appropriate action plans with any learning from these.
23. To be a central point of communication for the Leadership team and carry out ad hoc tasks as requested.
24. To support the Team Manager with building management, liaising with the Estates department in relation
to risk, security, essential repairs and maintenance and planned works.
Please note: