Job description
My client a leading public sector organisation based in Dundonald is currently seeking a Full-Time Admin Lead.
Hours: The hours of work will be hours per week. The working hours would be Monday - Friday 8am - 4pm
Pay: £ per hour
KEY DUTIES / RESPONSIBILITIES
1. To take an active role in supporting the Site Co-Ordinator and Assistant Director in the delivery of high quality, timely, safe and effective care.
2. Attend Control Room meetings, taking note of all agreed actions and owners and ensure these are typed, updated and shared in a timely manner with all Service Leads.
3. Updating data in real time using Encompass, as well as verbal and electronic updates and communicating this information to appropriate staff in a timely manner.
4. Proactively follow up on Control Room Actions by monitoring mailbox for updates on agreed actions and owners and feedback to the Site Co-Ordinator.
5. Maintain an overview of Hospital activity from admission to discharge identifying and communicating any possible delays so that mitigating actions can be proactively managed.
6. Preparation of all documentation and data in readiness for Control Room meetings.
7. Updating of the Control Room whiteboards before, during and after all meetings.
8. Maintain records of all 'repatriations' and 'transfers'.
9. To support the flow of information to and from the Discharge Hub, and respond to queries.
10. Use Microsoft tools for data collection and navigate the encompass system.
11. Maintenance of Control Room filing systems, both manual and electronic.
12. Escalate relevant issues from previous day to Site Co-Ordinator.
13. Three time daily preparation of reports using the encompass system.
14. Communicate effectively and sensitively with staff members, individuals and agencies both inside and outside the Trust.
15. Daily organisation, supervision and management of staff under their remit.
16. To ensure confidentiality and security of data in accordance with organisational requirements and in line with the Data Protection Act.
Essential Criteria
Ideally no more than 6-8 criteria in this section
HNC/HND or equivalent/higher qualification in an administrative related field AND 1 years' experience in a clerical/administrative role at Band 3 level.
OR
NVQ Level 3 in Administration AND 2 years; experience in a clerical/administrative role at Band 3 level.
OR
4 GCSEs at Grades A-C including Maths and English or English Language (excluding English Literature) or equivalent/higher qualification AND 3 years' experience in a clerical/administrative role at Band 3 level.
OR
4 years' experience in a clerical/administrative role at Band 3 level.
SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:
1. Effective Communication skills, both written and verbal to meet the needs of the post in full.
2. Effective organisational skills.
3. Ability to work on own initiative and to be flexible in response to changing needs of an acute hospital environment.
4. Ability to work as part of a team.
5. Keyboard skills/computer skills.
6. Ability to work under pressure and within tightly controlled deadlines.
7. Able to deal tactfully and sensitively with Service Leads and staff.
8. Ability to challenge staff of all levels appropriately and resolve challenging situations.
9. Able to problem solve to achieve a good outcome.
10. Good analytical and numeracy skills.
DESIRABLE CRITERIA
Working knowledge of Encompass
Experience in working within a multi-disciplinary team within a healthcare environment.