KEY DUTIES Planningandorganisationaltasks/duties Thepostholderwilldemonstrateresponsibilityfor: Thepostholderwillmanageacompleteadministrativeserviceincludingwordprocessing,audiotyping,compositionofletters,diarymanagementandappointments. Prioritise incoming requests for support, using judgement, expertise of specialty andexperienceto decideon service priorities. MaintainingandsupportingcloseworkingrelationshipsbetweenConsultants,Directorate Managers, Secretaries and patients where appropriate, for the specialitieswithinyourareaof co-ordination. Introducingandimplementingnewpracticestoenhanceservicedevelopment,i.e.developingprotocolsandproceduresforimproving clinicalsecretarialservices. Provideweeklyandmonthlyplanningreportstoensurecrosscoversupportarrangementsare being activelymonitored. Developofficeandadministrativepracticestocontinuallyimproveservicedeliveryensuringtargets across specialitiesaremaintained. Ensuring compliance in relation to new policies i.e. 18-week pathway, inter providertransfer documentation, choose and book administration and patient choice bookings.Trainingstaff where necessary. Re-organisestructuretomeetperformancestandards. The post holder is expected to act independently within Human Resources occupationalguidelinesandmanage sickness within areas. Analysetrendsindemand/performanceandoperationallymanageaccordingly. Transfer staff across specialities where necessary to offer support in times of sicknessorabsence. WorkingcloselywithDirectorateManagersandSecretariesensuringjuniordoctorcoverismanagedacrossspecialtiestoensuredeliveryofserviceisnotcompromised. To liaise with consultant secretaries in order to ensure that that Care Group have themaximumpossiblenoticeofconsultantleavetolimitreductionincapacitywithintheatresandoutpatientclinics. Toactivelyparticipateintheannualperformancereviewtoidentifypersonaldevelopmentneeds. Support the Associate Directorate Manager with hospital reports and monitor/checkperformanceto ensureall patients are bookedwithin internal andnational targets forthespeciality areas you aremanaging. Attend meetings as required by the Associate Directorate Manager and support projectmanagementinthe presentationandcommunicationofinformation. Responsibilitiesforinformationresources Thepostholderwilldemonstrateeffectivecommunicationby: Assistingwithprojectplanningofnewinformationsystemsthatwillaffecttheadministrationareas,takingpartintestingandleadingonsuperusertrainingforadministrationservices. Assisting in the establishment of communication systems with all patients, staff andcarers relating to appointments, admissions and meetings in a tactful and sensitivemanner. Maintainingaccurate,timelyandlegiblerecords. Maintainingconsistencywithinstandardsofpatientcare. Communicatingcomplexandsensitiveinformationtopatientsandrelativeswithempathyand reassurance. Responsibilityforallrecords(includingpatienthealth,financial,personalandadministrative) that they gather or use as part of their work within the Trust. The recordsmaybepaper, electronic, microfiche, audioorx-ray images. Knowledge,trainingandexperience Thepostholderwilldemonstratethefollowingknowledgeandexperience: Knowledgeofafullrangeofadministrativeproceduresandsoftwareprogrammesandtheirapplication toimprove service efficiencyandeffectiveness. Exercisejudgementwhendealingwithpatientenquiries,analysingandresolvingproblemsatsource. Managenewstaffinductionandtrainappropriately. Facilitateasupportivelearningenvironmentthatenablesallmembersoftheteamtodevelop. Recognisetheeffectiveutilisationofallappropriatedevelopmentresourcesandopportunities. Promotetheethosofcontinuousimprovementdisseminatinganynewknowledgegainedtoother colleagues. Recogniseandacceptresponsibilityforownpersonaldevelopment. Manage the 18-week pathway within specialties. Attending clinics where necessary toraise awareness with colleagues, clinical staff ensuring correct pathways attached toensure18-week targettobe achieved. Manage areas for change within the secretariat which will lead to improvements inqualityandefficiencywithin specialties. Projectmanageanychangesrequiredensuringplansrelevantaredrawnupwithminimumdisruptione.g.move intothenewbuild. ResponsibilitiesforHumanResources Thepostholderwill: Beexpectedtoprovidedaytodaysupervisionandonthejobtrainingtoallstaff. AdhereandpromoteTrustpolicies,proceduresandguidelinesandmaintaintheProfessionalCode ofConduct. ConductAnnualPerformanceandDevelopmentReviewsforallstaffensuringallemployeeshave aPersonal DevelopmentPlan. Managesicknessabsenceforadministrationteams,takingactionasappropriateinlinewith Trust policies andprocedures. ManagefirstlinedisciplinaryinlinewithHumanResources. Manage performanceissuesaccordinglyinlinewithTrustpoliciesandprocedures. Managebehaviourandconductatthefirststage,referringcomplexorformalconduct/behaviouralissues accordingly. Participateinmanpowerplanningwithinbudgetsetting. ProvidetrainingforanynewHumanResourcesystemstobothadministrationteamsandclinicians whereappropriate. Ensureafullperformanceappraisalprogrammeisimplementedwithinthedirectoratesandallemployees have apersonaldevelopmentplan. WorkwithintheframeworkoftheTrustHumanResourcestrategyandfacilitatecompliancewithin thedirectorates. Toundertakealeadroleintherecruitmentandselectionofstaffwithinthedepartmentinaccordancewith Trust policies. ToensureallHRpoliciesarecommunicatedwidelyandimplemented. ImplementsgeneralTrustpoliciesandStandardOperatingProcedureswithintheAdministrativeteams. CompliancewiththeDataProtectionAct1998andInformationGovernance Supportthe Associate DirectorateManager byensuring alladministrationareasarefullyuptodatewithappraisalandmandatorytrainingcompliance,reportingonreasons/trendsfornon-compliance. Responsibilityfor FinancialResources Thepostholderwill: Participateinensuringtheeffectiveuseofallfinancialresourcesprovidinganddeliveringthe service. Managecostimprovementprogrammeswithintheserviceandimplement. Providetheservicewithinbudgetfinancialconstraints,achieveCIPwhererequired. Responsibleforsigningoftimesheets,manpowers,variations,terminationformsandexpensesfor administrative teams. SupportAssociateDirectorateManagerwithup-to-datefinancedocumentation. Research/Audit Thepostholderwill: Developinternaldepartmentalqualityassurancemeasurestovalidatethequalityoftranscribedoutputs. Undertakeauditsbi-monthlytoensureworkloadsaredisseminatedaccordingly. Audit sickness absence within administration teams.