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Detailed job description and main responsibilities
Administration team operation
* Support the coordination of the Home First HUB inbox, patient trackers, daily SITREPS and reports ensuring they are completed accurately and efficiently maintaining high standards of administrative support to the Home First Service.
* Participate in the development and updating of standard operating procedures (SOP's) for all administrative processes for Home First.
* Support the planning, coordinating and workflow across the Home First Service, working with other members of the Admin team to allocate and re-allocate tasks on a daily basis as required.
* Contribute to the process of rota planning and flexible working within the team to ensure key tasks and services are covered at all times.
* Ensure that all patient and professional enquiries are dealt with efficiently, politely, and confidentially.
* Participate in the recruitment and development of the admin staff in line with changing service needs.
* Support the starter's induction and leavers processes of Home First, liaising with relevant stakeholders.
* Participate in the communication and information cascade across the service, maintaining the highest professional standards.
* Responsible for the formal supervision and performance management reviews of a delegated administrator.
* Support the evaluation, monitoring and development of skills within the administrative team.
* Prioritise and take responsibility for own workload while supporting colleagues.
* Responsible for the implementation and monitoring of annual leave and absence management processes.
* Maintain emergency contact details for emergency planning and safe working practices.
* Participate in the initial stages of performance management, grievance and discipline procedures.
* Participate in the investigation of any internal or external complaints.
Estates, Procurement, Medical Devices and Business Continuity
* Ensure that all estates repairs are reported in line with SDHC and the Trust procedures.
* Ensure any non-clinical accident or incident is reported in line with the SDHC policy.
* Monitor the functioning of IM&T and communications technologies across the service.
* Ensure that all purchasing and procurement is carried out in line with SDHC procurement policies.
* Ensure appropriate levels of non-clinical and clinical equipment are available to meet service needs.
* Undertake regular monitoring of all site equipment ensuring it is maintained in good working order.
* Undertake regular monitoring of accommodation in accordance with health and safety regulations.
* Assist in the coordination, completion and reporting of audits.
* Monitor the process for the loan of patient equipment ensuring its availability.
* Undertake actions as required on Medical Devices Agency safety notices.
* Support the Management team in the development of clinical service business continuity plans.
* Be aware of the emergency planning and business continuity policies and plans.
Support to Home First Service
* Maintain a knowledge base of all services and activities delivered by the Home First Service.
* Support the management team across the Home First Service as required.
* Maintain awareness of terms of agreed contracts and service level agreements.
* Arrange meetings on behalf of Home First, compiling agendas and taking minutes.
* Support and monitor best practice to ensure accurate data collection.
* Support the completion of audits and quality assurance reviews.
* Act as IT Champion for the Home First service.
* Support the @home Service Coordinator as required.
* Participate in the planning and implementation of new systems and processes.
* Support managers and clinical teams in eliminating waste activities.
* Ensure standardisation of processes including record keeping and data maintenance.
* Support clinical managers in maintaining compliance with CQC standards.
Financial Responsibilities
* Complete payroll information and check expense claims.
* Support the Home First team with using payroll and HR systems.
* Ensure invoices for goods and services are processed for payment.
Performance Management
* Ensure accurate and clear records are maintained by the team.
* Keep up to date with relevant developments in administrative systems.
* Work autonomously within departmental guidelines.
Person specification
Experience
Essential criteria
* Intermediate Microsoft Office skills.
* Setting up data collection and producing reports.
* Understanding of financial processes.
* Team working.
* Flexible approach to working.
* Ability to provide a wide range of administrative tasks.
Desirable criteria
* Advanced Microsoft Office skills.
* Involvement in data audits.
Qualifications
Essential criteria
* Educated to A level, NVQ level 3, RSA Higher or equivalent.
* Good basic maths and English.
Other
Essential criteria
* Car Owner/Driver or ability to travel between bases.
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