INTERPRETER AND CHAPLAINCY SERVICE ADMINISTRATOR

Job overview

The Equity, Diversity, Inclusion (EDI) and Belonging service is a corporate service and provides Trust wide Accessible Communication and Interpretation Services and Chaplaincy, Spirituality and Pastoral Care services.    These services provide face to face interpreters, British Sign Language and telephone interpreting, remote video access to interpreters and strives to adapt to new technological advances relevant to the needs of staff and service users to support competent and compassionate communication and accurate and timely assessments/care delivery for our service users. This exciting opportunity also supports the administration functions for the Chaplaincy services across the Trust services and geographical service areas.  The role involves liaising with staff and service providers to schedule Interpreter, communication support or Chaplain support.  We are looking for a dynamic individual who can work within our small and diverse team and support the delivery of the administration and communications functions of the services we support.

You will be supported through regular supervision & personalised training opportunities to enhance your professional & career development.  You must be enthusiastic & positive with a strong commitment to providing the best service possible. We are committed to offering a flexible & supportive approach for our team members & job share will be considered.

Main duties of the job

For the Interpreter and Translation aspects of the service -the post holder will maintain administration booking requests from Care Professionals for clinic/outreach appointments, using the electronic process and system developed within the Trust.  The post holder will maintain a Trust diary for the service and feedback to the team on activities and usage. The Chaplaincy, Spirituality and Pastoral Care Service provides patients and staff with faith, spirituality and pastoral care. The post holder will maintain administration-booking requests for patients and staff. The post holder will maintain a Trust diary of Chaplaincy Services requests and feedback to the team on activities and usage.  The post holder will support the reporting process of activity and support and actively engage with advancing the process used to ensure it is as efficient  and consistent for all service areas and all aspects of service delivery.

Detailed job description and main responsibilities

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• Midlands Partnership University NHS Foundation Trust
• North Staffordshire Combined Healthcare NHS Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board.

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

KEY RESPONSIBILITIES Main duties and responsibilities

• To maintain administration booking requests from Health and Social Care and Mental Health Professionals for in patient, clinic and outreach appointments.   •    Maintain diary of interpretation and chaplaincy requests and feedback to the team on activities, usage and process.    •    Provide confidential secretarial and administrative support within these services as required by the Associate Director of Equality & Inclusion. •    To maintain high standards of practice and recording of data as per Trust policies for record keeping and Information Governance. •    Work in partnership with Trust wide staff to promote communication competence, bridging the differences in interpreting non-verbal signals and attempting to alleviate anxieties and apprehensions which patients may feel using the Trust services. •    To promote communication competence between patients and Trust staff. •    Provide administrative support to maintain the booking requests, process of confirmation and feedback from staff re: Chaplaincy and Interpreter support services. •    Provide general office duties effectively and efficiently including answering the telephone, emails, scanning, photocopying and maintaining an efficient filing system both manual and computerised. •    To provide, in conjunction with other team members, cross cover for other administrators during periods of heavy work pressure or absence. •    Prepare letters and reports as required and deal with outgoing correspondence as appropriate. •    Able to work on own initiative and without daily supervision, seeking direction and guidance from line manager on issues outside the routine processing processes. •    Undertake other duties as may be determined from time to time, commensurate with the role and general responsibilities of the post. •    To be involved with stock control stationery and other supplies as necessary from approved sources and maintain adequate stocks, keeping appropriate records. •    To implement and follow the relevant policies relating to secretarial and administrative duties. •    To participate actively in team meetings supporting the administration function of team meetings.

Systems and equipment •    To undertake processing of reports and data on activity and usage as directed by the Associate Director for Equality & Inclusion. •    To accurately input data onto the computer systems and maintain interpreter and chaplaincy usage database. •    To ensure care and maintenance of all equipment and premises. •    Produce a range of documents using Microsoft Office including Word, PowerPoint and Excel. •    To audit, monitor and facilitate the operational delivery of the interpreter service and chaplaincy service e.g. clarity and supporting the authorisation for processing of invoices, collection of monthly interpreter activity reports.  •    Responsible for data entry and storage of data compiled by others, utilising Interpreter services specific computer-based data entry system. Decisions and judgements •    To report concerns to the Associate Director for Equality & Inclusion regarding interpreter/chaplaincy activity and provide monthly activity reports including complaints and compliments. •    Prioritise own workload in order to meet deadlines. •    Follows policies in own role which are determined by others; no responsibility for service development, but may be required to comment on policies, procedures or possible developments. Communication and relationships •    To communicate to the appropriate qualified member of staff any problems or concerns regarding interpreting interventions as per the Interpreter services process and policy. •    To communicate to the appropriate member of staff any problems or concerns regarding chaplaincy interventions as per the Chaplaincy service process and related policies. •    Maintain confidentiality at all times including the sharing of information that is of a sensitive and contentious nature with other professionals. •    To act as point of contact for the Accessible Communication and Interpretation services and for the Chaplaincy, Spirituality and Pastoral Care Service. •    To inform the line manager of any site issues in order to ensure that any maintenance or works problems in the department are dealt with in a timely manner, keeping appropriate records in line with local/Trust policy. •    To complete Personal Development Plan and to undertake appraisal with Line Manager. •    Provide advice and demonstrate own activities and workplace routines to new or less experienced colleagues in own work area.

Physical demands of the job •    Travel to varied locations in order to carry out duties as appropriate. •    Combination of sitting, standing and walking. •    Standard keyboard skills are required to develop reports and action plans.