Locality Administrator

Job overview

The designated person will be responsible for Administration and Clerical (A&C) staff management and development. They will manage multiple administration and clerical teams across Tameside & Glossop community localities ensuring a high quality; efficient administrative service is provided to all service users.

The post holder will be customer focused and understand the importance of providing a professional frontline service to all service users. They will ensure there is effective and efficient facilities management support services at Community sites on behalf of the Trust. The post holder will have a knowledge and understanding of all healthcare community services and be responsible for the security/maintenance of multiple multi-use clinic sites and centres incorporating a variety of disciplines and a large staff complement.

Liaising with clinicians and appropriate others is essential to ensure the smooth running of services.  They will have high quality communication skills, ensuring policies and procedures are followed by all A&C staff members across the locality.

The post holder will undertake duties delegated by management, using their own initiative and working without supervision, and will lead their teams by example. The post holder will undertake tasks requiring strict confidentiality which may include personal sensitive information.

Main duties of the job

• Office Management skills including line management of two Clinic Administrators and 15 Clerical Officers in Community Admin Service and the coordination of Administration functions at Community localities/sites.

Ensuring any maintenance issues within the Community Localities are reported using the correct channels.

Provide a full range of clerical tasks, IT skills including spreadsheets, word processing, e-mails and basic keyboard skills, retrieval of information using Child Health systems, photocopying, preparing and processing sessions.

To use the patient data system (Emis) to book patient appointments.

To work as part of a team and to carry out tasks set by the Business Admin Co-ordinator or Senior Management. To be conversant with of all the services offered within Community Healthcare Localities.

To contribute to the recruitment and selection process of administration staff according to Trust Procedures.

Responsible for the line management of staff incorporating appraisals, 1-1s, sickness/absence management, authorising annual leave and coordination of staffing rota’s.

Using your knowledge and skills to provide support and guidance to staff as required

Support new or less experienced work colleagues to adapt to the workplace

Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures.

To ensure the smooth running of the services provided by the Community Healthcare setting.

Detailed job description and main responsibilities

The designated person will be responsible for Administration and Clerical (A&C) staff management and development. They will manage two Clinic Administrators and 15 clerical officers across Tameside & Glossop community localities ensuring a high quality; efficient administrative service is provided to all service users. The post holder will be customer focused and understand the importance of providing a professional frontline service to all service users. They will ensure there is effective and efficient facilities management support services at Community sites on behalf of the Trust.

The post holder will have a knowledge and understanding of all healthcare community services and be responsible for the security/maintenance of multiple multi-use clinic sites and centres incorporating a variety of disciplines and a large staff complement. Liaising with clinicians and appropriate others is essential to ensure the smooth running of services.

They will have high quality communication skills, ensuring policies and procedures are followed by all A&C staff members across the locality and able to cascade operational information to all staff, ensuring understanding.

The post holder will undertake duties delegated by senior management, using their own initiative and working without supervision as required, and lead their teams by example.

To carry out a wide range of administrative tasks using IT systems, including spreadsheets, word processing, email communication, and general keyboard skills and use the patient data system (Emis) to book patient appointments.

Booking allocation of rooms for Clinical services.

To contribute to the recruitment and selection process of administration staff according to Trust procedures.

Responsible for the line management of staff incorporating appraisals, 1-1s, sickness/absence management, authorising annual leave and the coordination of staffing rotas.

Using your knowledge and skills to provide support and guidance to staff as required.

Support new or less experienced work colleagues to adapt to the workplace, ensuring onboarding and training is high quality.

Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures.

To ensure there is cover within your locality at all community facilities during annual leave and sickness absences.

The post holder is required to work from any community base across Tameside & Glossop according to the needs of the service and must be flexible in supporting rotas as required. Therefore, the post holder must be a car driver with access to a vehicle.