Main Functions of Job Develop, operate and manage the North office and administration system. To undertake general office duties.....
Main Functions of Job Develop, operate and manage the North office and administration system. To undertake general office duties as necessary, including taking minutes of meetings, filing, scanning, photocopying, management and disposal of confidential information, as part of an effective administration service To arrange meetingsand ensure all necessary preparation is completed in advance including of booking of rooms, notify attendees initiate and prepare agenda. To take and transcribe minutes and following through on actions point where necessary and cascade to internal and external delegates. To use computer systems to produce reports letters and facilitating the proficient use of the Microsoft Package. Prioritise incoming mail, emails and telephone calls using judgement and experience to prioritise deciding which documentation, information is to be passed onto the manager and which may be passed to other areas for action and information. To co-ordinate the administrative processes relating to Childrens Community Nursing Team in the North team. The gathering of confidential, highly sensitive information on the Children and Young Persons on the caseloads Maintain all aspects of confidentiality regarding the child/young person, families and colleagues and adhere to the Data Protection Act. To arrange meetings, notify attendees, produce and manage agendas, following through on action points where necessary for the following meetings: Monthly minute taking for the North Locality meeting Quarterly minute taking for CCN Team meetings Minute taking for Professionals meetings as necessary Minute taking for Package meetings as necessary To cover CPAG meetings as necessary. To formulate, manage and maintain the North patient caseload for the Community Childrens Nursing Team. To use Lorenzo system to access, enter and update patient information adding new referrals, contacts and discharges, as required by locality. To manage and maintain theMedical Devices Databasefor the Community Childrens Nursing Team. Liaising with Estates Department and Clinical Leads as appropriate. To act as first point of contact for all queries related to North caseload Childrens Community Nursing Team. To weekly print staff location sheet. To update and maintain all notice boards. To formulate, manage and maintain the staff Off Duty rota and board. To formulate, manage and maintain Admin location sheet. Archive documentation as necessary. To type up Children and Young Persons assessments. To make up new patient file and folders, ensuring information on shared drive is kept up to date To monitor and order office stationery and equipment within the department. Maintaining stock control in order to ensure an efficient office environment. To be responsible for sorting all incoming and outgoing post. Any ad hoc duties, which may be requested by the staff and managers. To be aware that we are all working in a changing environment and therefore to be prepared to change working practices, should this be required, to promote more efficient use of resources or better patient care. Report general faults in office to the relevant person / department ensuring all actioned in a timely manner. Keeping the work place in a clean and tidy state Ensure Mandatory training is up to date. To work as an effective team member, networking and contributing to meetings to problem solve, improve working process and practices. Liaise with team members to follow up queries and issues; resolving problems where appropriate. To establish and maintain a well-organised and effective administrative service able to meet the needs of the service users and staff Establish and maintain communication with people about routine and daily activities overcoming any differences in communication between the people involved. Maintain and respect all aspects of confidentiality regarding the child / young person, families and colleagues and adhere to the Data Protection Act. To work independently on all aspects of the role, exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance from a senior member of staff. Using effective communication skills in all interactions with clients, and colleagues within the Community Childrens Nursing Team and other relevant departments To be the first point of contact in dealing with enquiries both in person and on the telephone, in a professional polite and helpful manner and ensure urgent matters are brought to the attention of the person responsible, so that responses are dealt with quickly and within set guidelines. To work collaboratively with other administrative staff to ensure that administrative resources are used flexibly to meet the demand, in times of particular pressure in any area.
