Bank Senior Administrator | East London NHS Foundation Trust

The post holder is responsible for the management of processes, administrative/secretarial tothe Transfer of Care Hub to ensure service delivery in partnership with localmanagement teams.Management and monitoring of service area performance objectives and targets via clinicalaudits, information gathering from EMIS, ESR, CRS and MS teams and dashboards forreporting to ensure accurate capturing of data/record keeping and to revise as and when theneed arises ensuring the use of data analysis and quality reports.This is a very busy and demanding environment and the post holder should be flexible andadaptable whilst having the ability to prioritise work and use their initiative in order to makesound judgments.To manage and monitor the service area performance objectives targets and budgets via theformulation and implementation of effective in-house systems to ensure accurate capturingof data/record keeping and audits to revise as and when the need arises ensuring the use ofdata quality reports.Manage the administration cover arrangements within the directorate/team at times of staffabsence in conjunction with clinical lead when appropriate.

To provide a comprehensive administrative service for all aspects of service delivery.To manage administrative problems/situations as and when they arise. This includes technicalissues, staffing and office maintenance.To provide executive assistant support to Department LeadsTo ensure that there is adequate administrative staff cover at all times so that patient flow isnot compromised.To develop and assist with activity and reporting systems to facilitate efficient patientmanagement and support the clinical team.

Our mission is to make a positive difference to people''s lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.

MAIN DUTIES AND RESPONSIBILITIESPatient Care

Admin support to patient care by coordinating with the hospital,other IDHs, SPA and other services.Deal with all enquiries in a professional and confidential manner.These could be from professionals, partners, externalorganisations, patients, carers/family members.Ensure EMIS, CRS and MS Teams are updated according to thechanges made by health and social care professionals.Ensure feedback is given regarding improvements to the servicefollowing communication from partners/external organisations,patients/carers or family members. Sometimes this involvescoordination and acting as the patient experience champion of theteamClinical

Responsible for ensuring that full secretarial support is provided toIDH.Send discharge summaries completed by hospital staff whenrequested by step down and other facilities.Maintaining the patient Tracker or equivalent so that this providesan accurate source of information.Ensuring that administration needs are met at all times to ensurethe smooth running of the service, including engaging Bank andagency staff with consistent induction supervision.To meet the needs of the service area and taking appropriateaction and escalating issues as appropriate, for example necessaryrepairs and cleaning.To assist senior staff in dealing with personnel issues and staffgrievances in relation to own service area in line with HumanResources policies and procedures.To participate and input rota ensuring the correct amount of staffcover is provided to process patient/carer contacts with theWe care We respect We are inclusiveminimum of delay to facilitate efficient patient management andsupport clinical delivery of careTo be responsible for the administration process within the servicearea, identifying areas for improvement and implementingchanges.To deliver local induction of new staff especially around databasesand local procedures.Implement Knowledge Skills and training outlines for Admin andClerical roles.Assisting in the selection, recruitment and retention of Admin andClerical staff in own service area.To organise and participate in meetings and record the minutes ofthe meeting with the action items and circulate it to the teamwhen appropriate. Ensure that the actions are followed andtracked to closure.To attend twice daily multidisciplinary meetings/calls between theIDH and partners from the Complex Discharge Team, the HospitalSocialWork Team and others; taking minutes and recording actions.Ensure compliance of Trust Human Resources policies, includingmonthly absence monitoring and annual leave.Ensure that all staff are made aware of the requirements of theData Protection Act, Health Record keeping policy and assist staffin its interpretation, seeking advice when necessary.To ensure confidentiality and professionalism is maintained incarrying out personal duties as well as in line managementresponsibilities.Administrationsupport inServiceDevelopment andStrategyAssisting senior managers in formulating plans which reflect theneeds of the service area.To assist with the project management of key servicedevelopments as and when required.To assist in providing and facilitating training when requiredAs required to organise clinical and business meetings and to takeminutes, circulate agendas.Responsible for maintaining and updating databases, documents,timetables, leaflets and posters for the service.Performance andQualityTo implement and maintain a ‘Records Management Protocol’ forthe service area in consultation with senior managers ensuringTrust and partnership agency standards are adhered to.Ensure communication to the Management Group, administrativestaff and relevant staff on administrative procedures and process.Analyse data and present reports ensuring Trust proceduresEnsure local performance management framework/systemsprovide accurate service information as agreed with/required bythe trust and a variety of external and partner agencies.We care We respect We are inclusiveTo contribute towards the resolution of complaints, both verbaland written, according to departmental processes and Trustguidelines.To report and review incidents and complaints in relation to Datixissues and sometimes related to administrative/secretarial issueswhen relevant, taking appropriate follow-up action in a timelymanner.To proactively monitor trends within the service, assisting with theproduction of regular statistical reports and analysis to meet IDHand Trust guidelines.To ensure quality and effectiveness of relevant service areaprocedures and processes.To work collaboratively with senior staff to conduct audits andpatient satisfaction surveys.Ensure that the Administrative staff present a friendly,professional and sympathetic approach to all enquiries.In the absence of the designated manager ensure all calls andqueries are redirected to the appropriate designated person in atimely and appropriate manner.Financial andPhysicalResourcesTo complete invoicing of administrative activity and other servicearea expenditure, ensuring procedures and standing financialinstructions are adhered to within agreed deadlines.Responsible for budget monitoring administration expenditureand proactively supporting savings targets, making appropriaterecommendations.To support senior staff in the service area in the use of Oracle andbudget monitoring sheets.To act as authorised signatory for stock and supplies ordering,maintenance and dispatching as required.

This advert closes on Wednesday 27 Aug ..... full job details .....