Bank Senior Administrator

Job overview

The post holder is responsible for the management of processes, administrative/secretarial to the Transfer of Care Hub to ensure service delivery in partnership with local management teams. Management and monitoring of service area performance objectives and targets via clinical audits, information gathering from EMIS, ESR, CRS and MS teams and dashboards for reporting to ensure accurate capturing of data/record keeping and to revise as and when the need 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 and adaptable whilst having the ability to prioritise work and use their initiative in order to make sound judgments. To manage and monitor the service area performance objectives targets and budgets via the formulation and implementation of effective in-house systems to ensure accurate capturing of data/record keeping and audits to revise as and when the need arises ensuring the use of data quality reports. Manage the administration cover arrangements within the directorate/team at times of staff absence in conjunction with clinical lead when appropriate.

Main duties of the job

To provide a comprehensive administrative service for all aspects of service delivery. To manage administrative problems/situations as and when they arise. This includes technical issues, staffing and office maintenance. To provide executive assistant support to Department Leads To ensure that there is adequate administrative staff cover at all times so that patient flow is not compromised. To develop and assist with activity and reporting systems to facilitate efficient patient management and support the clinical team.

Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES Patient 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, external organisations, patients, carers/family members.  Ensure EMIS, CRS and MS Teams are updated according to the changes made by health and social care professionals.  Ensure feedback is given regarding improvements to the service following communication from partners/external organisations, patients/carers or family members. Sometimes this involves coordination and acting as the patient experience champion of the team Clinical  Responsible for ensuring that full secretarial support is provided to IDH.  Send discharge summaries completed by hospital staff when requested by step down and other facilities.  Maintaining the patient Tracker or equivalent so that this provides an accurate source of information.  Ensuring that administration needs are met at all times to ensure the smooth running of the service, including engaging Bank and agency staff with consistent induction supervision.  To meet the needs of the service area and taking appropriate action and escalating issues as appropriate, for example necessary repairs and cleaning.  To assist senior staff in dealing with personnel issues and staff grievances in relation to own service area in line with Human Resources policies and procedures.  To participate and input rota ensuring the correct amount of staff cover is provided to process patient/carer contacts with the We care We respect We are inclusive minimum of delay to facilitate efficient patient management and support clinical delivery of care  To be responsible for the administration process within the service area, identifying areas for improvement and implementing changes.  To deliver local induction of new staff especially around databases and local procedures.  Implement Knowledge Skills and training outlines for Admin and Clerical roles.  Assisting in the selection, recruitment and retention of Admin and Clerical staff in own service area.  To organise and participate in meetings and record the minutes of the meeting with the action items and circulate it to the team when appropriate. Ensure that the actions are followed and tracked to closure.  To attend twice daily multidisciplinary meetings/calls between the IDH and partners from the Complex Discharge Team, the Hospital Social  Work Team and others; taking minutes and recording actions.  Ensure compliance of Trust Human Resources policies, including monthly absence monitoring and annual leave.  Ensure that all staff are made aware of the requirements of the Data Protection Act, Health Record keeping policy and assist staff in its interpretation, seeking advice when necessary.  To ensure confidentiality and professionalism is maintained in carrying out personal duties as well as in line management responsibilities. Administration support in Service Development & Strategy  Assisting senior managers in formulating plans which reflect the needs of the service area.  To assist with the project management of key service developments as and when required.  To assist in providing and facilitating training when required  As required to organise clinical and business meetings and to take minutes, circulate agendas.  Responsible for maintaining and updating databases, documents, timetables, leaflets and posters for the service. Performance and Quality  To implement and maintain a ‘Records Management Protocol’ for the service area in consultation with senior managers ensuring Trust and partnership agency standards are adhered to.  Ensure communication to the Management Group, administrative staff and relevant staff on administrative procedures and process.  Analyse data and present reports ensuring Trust procedures  Ensure local performance management framework/systems provide accurate service information as agreed with/required by the trust and a variety of external and partner agencies. We care We respect We are inclusive  To contribute towards the resolution of complaints, both verbal and written, according to departmental processes and Trust guidelines.  To report and review incidents and complaints in relation to Datix issues and sometimes related to administrative/secretarial issues when relevant, taking appropriate follow-up action in a timely manner.  To proactively monitor trends within the service, assisting with the production of regular statistical reports and analysis to meet IDH and Trust guidelines.  To ensure quality and effectiveness of relevant service area procedures and processes.  To work collaboratively with senior staff to conduct audits and patient 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 and queries are redirected to the appropriate designated person in a timely and appropriate manner. Financial and Physical Resources  To complete invoicing of administrative activity and other service area expenditure, ensuring procedures and standing financial instructions are adhered to within agreed deadlines.  Responsible for budget monitoring administration expenditure and proactively supporting savings targets, making appropriate recommendations.  To support senior staff in the service area in the use of Oracle and budget monitoring sheets.  To act as authorised signatory for stock and supplies ordering, maintenance and dispatching as required.