JOB DETAILS Job Title: Project Support Assistant Reports to: Lead Nurse: Young Peoples Healthcare Transition Band: 3 Department: Healthcare Transition Location: Based at Leeds General Infirmary, working Trust wide AfC Job No: 3225 2. JOB PURPOSE/SUMMARY To provide a comprehensive administrative/secretarial service to the Children and Young People's Healthcare Transition Service. The post holder will be able to work flexibly and be able to adapt to the changing demands within the team. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, families, medical staff and the wider multi-disciplinary team. The postholder will be required to understand the key features of the role and understand the imperative need for confidentiality and discretion at all times. The postholder will undertake administrative responsibilities in support of the Departmental team and the service. Exercise safe keeping of office equipment, including sensitive data held on the computer, and all other equipment used. 3. ORGANISATIONAL CHART 4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Providing a full secretarial and administrative service to the departmental team including filing, typing, photocopying, faxing, distributing information and use of internal and external email, recruitment administration, plus other administrative duties to ensure the smooth running of the department Organising and prioritising workload based on the needs of the service Setting up, maintaining and monitoring of office systems and processes, liaising with other members of the team as appropriate. Responsibilities/duties may include: - maintaining stock levels of stationery and other items; recording, processing leave requests to ensure appropriate authorisation and notification, expense claims etc. Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis e.g., waiting lists, attendance management information. Produce standard letters to members of staff, following appropriate authorisation from line managers. These may include confirmation of annual leave requests, inviting member of staff to attend attendance management meeting. Maintain office equipment, reporting faults and escalating problems appropriately. Diary management of senior team members Organising meetings and appointments. This may include booking venues etc. Organisation of conferences, study days and other events locally and nationally as required, which may include: o Liaising with local and national speakers o Booking venues and equipment o Placing advertisements o Maintaining relevant databases e.g., attendees; costs Communicating with staff at all levels in the Trust and with outside agencies, on the telephone, by letter/email and in person, in a professional and competent manner. To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response. Attend meetings, as and when required, taking minutes and appropriate follow up actions. Arranging travel and accommodation for the team as appropriate. This list of duties/responsibilities is not exhaustive and may be amended following discussion with the potholder. Refer to Departmental guidelines/manual/standard operating procedures (SOPs) for further information. 5. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally, the following are core values which relate specifically to this post: Commitment to delivering a high quality secretarial and administrative service to support the work of the team/department A positive and professional attitude with a willingness to help colleagues. Self-motivated and the ability to be flexible with regard to working practices, workload and working hours. Willing to promote and embrace evidence-based change. Continually maintaining and improving the quality of service. Commitment to working in a team situation. Commitment to encouraging a positive working environment. Commitment to own development. 6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. INFECTION CONTROL The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. 8. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. 11. COMMUNICATION & WORKING RELATIONSHIPS The postholder will be expected to establish, maintain, and respect good working relationships and communication networks with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. Lead Nurse for Young Peoples Healthcare Transition Directors of Nursing / Heads of Nursing Corporate Nursing Teams Nurse Consultants Clinicians Youth Forum Youth Workers Play Specialists Heads of Training & Development Clinical Educators Human Resources Universities Local, Regional and National partners Integrated Care Boards (ICBs, designated transition leads) NHSE / NHSI (designated transition leads) Community Leads Professionals in community, primary care, and mental health settings Professionals in Local Authority, Social Care and Education 12. SPECIAL WORKING CONDITIONS Flexibility with hours to attend occasional early morning/evening meetings i) PHYSICAL EFFORT: The job holder will have to: Lift and move training equipment as required. Speed and accuracy in typing. Accuracy needed for inputting information (e.g., on transition spread sheets, departmental database). Spend long periods of time operating a computer, using keyboards on both handheld and static computers. Required input data using a variety of technologic methodologies. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. Undertake regular cross-country rail / road travel ii) MENTAL EFFORT: Needs to concentrate most of the time and deal with interruptions e.g., the phone ringing, being asked to leave one task to do another more urgent task Mental effort is required for example: When dealing with a wide range of enquiries Organising and managing the diary of the Lead Nurse for Transition and overseeing the diaries of the Regional Nurse Advisors setting up meetings / conferences, organising venues, also includes organising regular telephone and video conference calls researching information for Lead Nurse for Young Peoples Healthcare Transition, including but not exclusively from the internet organising filing systems Be able to concentrate and prepare documents for reports in a variety of settings including at very short notice taking minutes for meetings updating web pages Inputting information onto a database and producing reports from the database. concentration when typing complicated documents