JOB DESCRIPTION AND PERSON SPECIFICATION

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1 Final Copy JE REF No: 1413 JOB DESCRIPTION AND PERSON SPECIFICATION Job Title: Administrator/Co-ordinator BAND: 3 REPORTS TO: Supervisor/Manager JOB SUMMARY To provide a full administration/co-ordination service. Working in conjunction with colleagues, service users and stakeholders to provide an efficient service. MAIN RESPONSIBLITIES OF THE POST To undertake typing which may include touch type from audio and/or copy type from written documentation which may include letters, s, reports and any other correspondence as required To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries Receiving and dealing with telephone enquiries as appropriate To maintain diaries as required Input and look up data on Trust IT systems in accordance with Trust policy Analyse and extract complex data sets from a number of different sources To ensure post is opened daily and dealt with accordingly Arrange meetings and appointments as necessary To assist colleagues as directed by the Supervisor/Line Manager in times of pressure of work Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department. Photocopying, Scanning and filing letters and documents as required Communication Liaise with staff and service users Provide excellent telephone skills

2 Accurately record telephone messages and other enquiries and refer as appropriate To provide a point of contact for service users Provide effective communication and problem solving both face to face and via telephone Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively Analytical and Judgemental Skills / Freedom to Act Ability to analyse and extract complex data sets from a number of different sources Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision Ability to recognise situations that should be referred onto the Supervisor/Line Manager and take prompt and appropriate action Receive and open incoming post and take action as required Planning and Organisational Skills Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales Ensure all theatre/clinic lists are fully utilised and that medical equipment is booked as appropriate Book pre op appointments coordinating these with TCI dates Follow up any DNA s Book and monitor room bookings Arrange transport as required Support discharge planning as appropriate Arrange meetings and case conferences as and when required Arrange appointments and for clinical areas ensure that patients appointments meet the requirement of the NHS 18 week Manage at short notice cancellations and re bookings of patients as necessary onto appropriate lists Policy and Service Responsibilities Work collaboratively as part of an integrated team Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

3 Responsibility for Financial and Physical Resources Have a personal duty of care for all equipment and resources used Maintain stock control such as stationery, clinical supplies, equipment and uniforms Responsibility for Staff Participate in the induction and training of all new members of staff Demonstrate own activities to new / less experienced staff Responsibility for Information To liaise with medical records with regard to availability of medical notes as appropriate To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and results Prepare documentations such presentation, patient leaflets etc. using a range of IT software Be responsible for confidentiality in line with Trust policy and procedures Accurately input data using a variety of Trust IT systems in a timely way. Strictly adhere to Caldicott and the Data Protection Act Prepare and scan information onto the Trust IT systems Ensure all information held is kept up to date Be responsible for the quality of information Photocopy and distribute documents as required Shred and destroy confidential documentation in line with Trust policy Provide information / produce basic routine reports at an appropriate level under supervision Input staff information into the Electronic Staff Record (ESR) adhering to confidentiality and only accessing the information required to fulfil the role / task Research and Development Undertake surveys and routine audits of own work as and when required Provide reciprocal cover for secretarial team during annual leave and sickness absence. This job description is not intended to be a complete list of duties, but is expected to act as a guide to the main areas of key responsibility and as such will include any duties appropriate to the role. This job description may be reviewed and revised where appropriate. Further Information Vision: To build healthier lives Purpose: To serve our patients and improve the health of our communities through delivering the best in clinical care, research, innovation and education

4 Our Values: Respectful: Treating everyone with compassion, dignity and professionalism Honest: Being transparent in all that we do, communicating openly, inclusively and with integrity Accountable: Taking personal and collective responsibility for the way in which we deliver care Collaborative: Working in partnership with others to provide safe, appropriate care and improve outcomes Innovative: Being responsive, creative and flexible, always looking for ways to do things better Infection control Staff will work to minimise any risk to clients, the public and other staff from Healthcare Associated Infection including MRSA and C difficle by ensuring they are compliant with the Health Act 2006 Code of Practice For The Prevention and Control of Healthcare Associated Infections (They Hygiene Code); and by ensuring they are familiar with the Trust s Infection Control Polices, located on the Intranet. All employees must comply with the Trust Infection Control Policy. All employees must attend infection control training as required within their department or as directed by their line manager. Confidentiality As an employee you have a responsibility to maintain the confidentiality of any confidential information which comes into your possession regarding patients, employees or any other business relating to the Trust In accordance with the Public Interest Disclosure Act 1998 protected disclosures are exempt from this express duty of confidentiality. Health & Safety As an employee you have a responsibility to abide by all of the safety practices and codes provided by the Trust and have an equal responsibility with management for maintaining safe working practices for the health and safety of yourself and others. All employees must comply with the Trust Health & Safety Policy. All employees must attend Health & Safety training as required within their department or as directed by their line manager. Quality Assurance As an employee of the University Hospitals Birmingham NHS Foundation Trust you are a member of an organisation that endeavours to provide the highest quality of service to our patients. You are an ambassador of the organisation and, as such, are required to ensure that high standards are maintained at all times. As an employee you have a responsibility for data quality. All employees are accountable for the quality of data they input into Trust systems and/or document in paper-based records, and must ensure that it is accurate, complete, valid and timely at all times.

5 Equal Opportunities As an employee you have a responsibility to ensure that all people that you have contact with during the course of your employment, including patients, relatives and staff are treated equally in line with the Trust s Equal Opportunities Policy. Risk Management You have a responsibility for the identification of all risk which have a potential adverse affect on the Trust s ability to maintain quality of care and the safety of patients, staff and visitors, and for the taking of positive action to eliminate or reduce these. Safeguarding University Hospitals Birmingham NHS Foundation Trust has a responsibility to safeguarding and promoting the welfare of children, young people and vulnerable adults who use our services. The Trust expects all staff and volunteers to share this responsibility. As part of the selection process for this post you may be required to undergo a Disclosure and Barring Service Check. If you are successful appointed, you will receive confirmation of which checks and/or registration you are required to have. The Job Description is subject to change and may be reviewed by the manager in conjunction with the post holder. The Trust operates a no smoking policy and is working towards a smoke free environment.

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