JOB DESCRIPTION Job Title Executive Office Administrator Salary Band 3 ( 16,800-19,655) Department Chief Clinical Officer Department Accountable to / Line Manager Executive Assistant to the Chief Clinical Officer and Clinical Chair Contract Permanent Hours 37.5 per week JOB PURPOSE 1. To deliver an effective and competent level of clerical support and consistently deliver a clientfocused service which promotes good and effective customer service, working relationships and communications. 2. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager. 3. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation. PRIMARY DUTIES AND AREAS OF RESPONSIBILITY 1. Act as receptionist / first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate. 2. Answer telephone calls, taking messages and passing on accurately to the relevant departments/person. 3. Manage diary and email accounts for senior members of the department, prepare itineraries and parking rotas, and book travel tickets and accommodation. 4. Manage leave, training records and appraisal completion for all staff within the department and those that report to the Clinical Chair and Chief Clinical Officer, using the Electronic Staff Record system or other locally adapted processes. 5. Responsible for sorting of all incoming post, ensuring distribution to the relevant individuals, and logging where a response is needed and keeping this in view until response sent. To send post recorded delivery when requested. 6. Promote the image of the department, host guests and provide front of house support at events / key meetings, including consultation events with stakeholders and members of the public. 7. Support the communications team by sharing effective and innovative communication ideas, and by engaging with staff, stakeholders and the public in ad-hoc communication projects. 8. Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
9. Photocopying and accurately word processing documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes. 10. Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales. 11. Have a flexible/adaptable approach to their work in order to meet various deadlines. 12. Responsible for organising meetings and awaydays for the department and the wider organisation, planning any administrative work as required. Minute meetings including the Admin Team meetings, Senior Leadership Team meetings (when line manager unable to), Executive to Executive meetings, Board to Board meetings, public consultation meetings, and other ad-hoc meetings when needed. 13. Maintain and manage a list of key meetings that members of the team attend, and a list of stakeholder relationship that the Governing Body / Senior Leadership Team need to maintain. 14. Prepare presentations. 15. Provide reception cover during the receptionist s non-working hours, break periods, leave and during busy periods. 16. Demonstrate office systems and department requirements to new starters. 17. Inputting into, monitoring and printing reports from computerised systems. 18. Undertake research and development as directed. 19. Manage the departments filing systems, both paper and electronic, including confidential personal files. 20. To carry out other appropriate delegated duties as required including partial cover for line manager when on leave. 21. Attend and engage in meetings relevant to the role (i.e. 121s / appraisals with line manager, admin team meetings, and monthly all staff meetings). 22. With the support of the line manager, identify own learning requirements and maintain effective skills to carry out the role. 23. Assist in monitoring health and safety in the working environment and report any concerns to senior staff. Act as the department s fire warden. 24. Follow CCG policies, guidelines and procedures. ADDITIONAL INFORMATION Clinical Governance and Risk Management The CCG believes everyone has a role to play in improving and contributing to the quality of care provided to our patients. You are expected to take a proactive role in supporting the CCG s Clinical Governance Agenda by: Taking part in activities for improving quality such as Valuing Everyone s Experience training or (for staff working within clinical specialties) Clinical Audit
Identifying and managing risks through incident and near miss reporting and undertaking risk assessments Following CCG polices, guidelines and procedures Maintaining and improving your skills through continued professional development/your personal development plan agreed annually with your line manager. All clinical staff making entries into patient health records are required to follow CCG standards of record keeping. Code of Conduct You are required to work in accordance with the code of conduct for your professional group (e.g. Nursing and Midwifery Council, Health Professions Council, General Medical Council, NHS Code of Conduct for Senior Managers). Confidentiality You must maintain confidentiality of information about staff, patients and health service business and be aware of the Data Protection Act (1998), any subsequent updates and Access to Health Records Act (1990). Conflict of Interests You may not without the consent of the CCG engage in any outside employment and in accordance with the CCG s Conflict of Interest Policy you must declare to your manager all private interests which could potentially result in personal gain as a consequence of your employment position in the CCG. In addition, the NHS Code of Conduct and Standards of Business Conduct for NHS Staff requires you to declare all situations where you or a close relative or associate has a controlling interest in a business (such as a private company, public organisation, other NHS or voluntary organisation) or in any activity which may compete for any NHS contracts to supply goods or services to the CCG. You must therefore register such interests with the CCG, either on appointment or subsequently, whenever such interests are gained. You should not engage in such interests without the written consent of the CCG, which will not be unreasonably withheld. It is your responsibility to ensure that you are not placed in a position which may give rise to a conflict of interests between any work that you undertake in relation to private patients and their NHS duties. Page 43 of 45 Date Issued: October 2014 Guidance for South Devon and Torbay CCG Review Date: April 2017 Version: v3 Draft. Disclosure and Barring Service (DBS) checks (previously CRB checks) Applicants for posts in the NHS are exempt from the Rehabilitation of Offenders Act 1974. Certain applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service. This includes details of cautions, reprimands, final warnings, as well as convictions. Further information is available from https://www.gov.uk/disclosure-barring-servicecheck/overview. Equal Opportunities The CCG aims to promote equal opportunities. You must ensure that you treat other members of staff, patients and visitors with dignity and respect at all times and report any breaches that you witness to the appropriate manager. Environmental issues The CCG is committed to reducing its impact on the environment by preventing pollution, continually improving its environmental performance which increases the wellbeing of staff and patients. As a member of staff you are expected to adhere to policies to assist the CCG in meeting its environmental and sustainability target. Health and Safety You must co-operate with management in discharging its responsibilities under the Health and Safety at Work Act 1974 and take reasonable health and safety precautions for yourself and others and
ensure the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Fire Safety Fire Safety in Healthcare premises is the concern of all those who work within these premises. It is of the utmost importance that all members of staff whether part-time, temporary, bank or permanent are fully aware of and familiar with the Fire Safety Policy and Procedures in the department they are working in. All new employees will receive Fire Safety training within the CCG s induction training programme. Freedom of Information You should be aware of the responsibility placed on employees under the Freedom of Information Act 2000 and are responsible for helping to ensure that the CCG complies with the Act when handling or dealing with any information relating to CCG activity. Identity and Registration Authority Badges Your identity badge should be on your person at all times whilst working in the organisation and available for inspection if challenged. Registration Authority Smartcards should be used in strict accordance of the Terms and Conditions agreed when signing the application form. Employees must comply with all CCG policies in relation to IT access and confidentiality. Information Quality Assurance You are expected to take due diligence and care in regard to any information collected, recorded, processed or handled by you during the course of your work and that such information is collected, recorded, processed and handled in compliance with CCG requirements and instructions. Medical Examinations All appointments are conditional upon prior health clearance by the CCG's Occupational Health Service. Failure to provide continuing satisfactory evidence will be regarded as a breach of contract. Page 44 of 45 Date Issued: October 2014 Guidance for South Devon and Torbay CCG Review Date: April 2017 Version: v3 Draft NHS Constitution You are required to comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees. You are expected to adhere to the NHS core values described in the NHS Constitution, which the CCG has adopted. Professional Registration All post holders undertaking work which requires professional/state registration are responsible for ensuring that they are so registered and that they comply with any Codes of Conduct applicable to that profession. Proof of registration must be produced on appointment and, if renewable, proof of renewal must also be produced. Risk Management You have a responsibility to report all clinical and non-clinical accidents or incidents promptly and, when requested, to co-operate with any investigation undertaken. Safeguarding Children and Adults at Risk The CCG is committed to safeguarding and promoting the welfare of children and adults at risk and is dedicated to robust recruitment checks. Every employee has a responsibility for safeguarding and the protection of children and adults at risk. As such if the post holder witnesses, suspects or is told that abuse is occurring they have a duty to report the incident. Please refer to Safeguarding Adults Guidance, Ref 1187 Version 2 and Managing Allegations against People who work with Children, Policy No 79.
Mandatory Training You are required to attend CCG Induction and Mandatory training applicable to the department and ensure that you attend updates as appropriate. All staff have a responsibility to ensure that they have received the appropriate training for their position enabling them to carry out their duties in a safe and competent manner. Failure to attend mandatory training without good reason could lead to disciplinary action and suspension if the individual if found unsafe to carry out their duties. Further information can be found in the CCG Mandatory Training Policy and induction guidelines. Work Visa/ Permits/Leave to Remain The CCG will consider British /EEA nationals for appointment in the first instance. If the applicant is a non-resident of the United Kingdom or European Economic Union, they are required to have a valid work visa and leave to remain in the UK, which is renewed as required. The CCG is unable to employ or continue to employ the applicant/post holder if they require but do not have a valid work visa and/or leave to remain in the UK. Job holder signature Head of department signature Date Date PERSON SPECIFICATION ATTRIBUTES ESSENTIAL DESIRABLE Qualifications, special training and general intelligence Educated to NVQ 3 level in a relevant subject or working towards this, or equivalent level of qualification or significant equivalent previous proven experience. GCSE A* - C or equivalent in Maths Typing qualification Knowledge of using the NHS Electronic Staff Record system Experience of working in a health GCSE A* - C or equivalent in English care environment Awareness of a range of Health Good standard of literacy, numeracy and IT Services provisions Knowledge of NHS issues Demonstrable experience of Understanding of Data working in an administrative Protection legislation environment and working with computerised data systems Working knowledge of Microsoft Office packages including Outlook, Word, Excel and Knowledge and Skills PowerPoint Clear communicator with good writing, data entry and telephone skills ensuring accuracy Ability to work effectively as part of a team Problem solving skills Minute taking skills Special Experience Experience of supporting others Experience of working in an secretarial environment Voluntary or work experience Personal requirements e.g. Able to work on own initiative, organising and prioritising own Interested in developing self / skills Communication, workload to set deadlines Interested in a career in
interpersonal Understand of and commitment to equality of opportunity and good working relationships Confident host Organised Good attention to detail and conscientious Positive and flexible Enthusiastic and pro-active Patient, supportive and caring Team-player Ability to meet deadlines Well presented Good time keeping Other requirements Ability to main confidentiality Able to work in a demanding and busy environment administration Self-motivated