Care Unit Administrator

Job overview

To provide professional and comprehensive administrative support to the the Imaging Management Team.  To be responsible for arranging and servicing all departmental meetings and updating departmental databases, on a regular basis.

Main duties of the job

• To maintain confidentiality of information pertaining to patients, staff and other health service business in accordance with the Caldicott guidelines, Data Protection Act and all other relevant legislation and local policy.
• To actively participate in the staff appraisal process.
• To be familiar with relevant Operational, Personnel, Health and Safety Policies and procedures, including Fire, COSHH, No Smoking and Alcohol.

Detailed job description and main responsibilities

• On behalf of the Imaging Management Team respond to enquiries and correspondence, co-ordinate meetings, telephone calls and messages.
• Maintain an up-to-date electronic diary for the Imaging Management Team for meetings and appointments, communicating and negotiating changes as necessary and resolving conflicting diary appointments and schedules.
• Undertake professional administrative practices using a range of software programmes to produce documents (routine and complex) in line with the Trust's House Style Manual, which may be dictated or hand written. Using Unit 4, Trac.
• Prioritise and organise own workload ensuring deadlines and targets can be met. Liaise closely with Line Manager and Service Lead to ensure the service provided meets with the organisational needs.
• To set up and maintain the personnel records for current staff and new employees across the Department, ensuring that all relevant correspondence and  documents are available when required.
• Arrange meetings, internal and external to the Department and the Trust, communicating with the appropriate personnel, booking venues and arranging catering as required.
• Promote and maintain good working relationships within the team and other Departments to ensure the efficient smooth running of the service
• Administer applications on Trac and create information for Lead Interviewer.
• Receive internal and external visitors in a friendly and courteous manner, dealing with enquiries in the absence of your Line Manager providing an effective point of contact with the Trust.
• To provide training and support to new members of the team.
• Prepare portfolio for meetings together with accompanying documents and distribute to the group in accordance with the deadline.
• Attend/dial in to Team meetings and produce timely and accurate minutes for approval within the agreed timescale and collation of follow-up action.
• To update all departmental data bases, on a regular and typing up any necessary documentation, when required.
• Take information from absence line and note in absence book along with inputting in to Excel document for HR regarding Covid-19 positives and absences around isolation dates.
• To liaise with the clerical team in order to maintain adequate stationery supplies and complete single tender waivers, charitable fund information for Leadership team accordingly.
• To carry out general clerical duties within the Department , if required, in agreement with your Line Manager.