Job overview
The Integrated Nutrition and Communication Services admin team, is a dedicated administrative team working together to offer a service to patients across Lancashire and South Cumbria. There is an exceptional strong work ethic to support the delivery of care across the region.
You will be responsible for the day to day management of a team of support secretaries providing secretarial and administrative support INCS Leadership Team. You will ensure the efficient channelling of communication between medical staff, GPs, patients, relatives, members of the public and other disciplines within the Trust.
You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
Main duties of the job
Reporting to the INCS Business Support Manager, the post holder will provide comprehensive service to Integrated Nutrition and Communication Leadership Team. The role will also provide administrative and secretarial support to wider INCS Clinical Leads team. The post holder will require excellent organisational ability, must be flexible and able to work on their own initiative in resolving problems when they arise, along with a consistently high professional approach. They must be proficient in diary management and minute taking. The post holder will assist with the day to day operational management of INCS administration team.
You will be required to submit evidence of your qualifications for this position. If your qualifications were obtained overseas, please ensure that you acquire a Statement of Comparability from UK ENIC to facilitate a clear understanding of how your qualifications align with UK standards. For further information and to apply, please follow .
Working for our organisation
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Detailed job description and main responsibilities
Provide direct support to Integrated Nutrition and Communication Service Leadership Team. Proactively managing their diaries and ensuring the scheduling of appointments and meetings
Organise meetings as required, to include preparation of agendas and minute taking, co-ordinating follow up action as required to ensure that decisions / recommendations are implemented. Attend meetings in order to take minutes and produce / distribute documentation as required. Where needed, ensuring that an appropriate room has been arranged.
Accurate production of letters and other correspondence for INCS Leadership team, clinical teams and administration team when required.
Taking INCS T-pro super user responsibility.
To provide direct support to the INCS Business Support Manger
Responsible for ensuring Health Rosters for INCS are inputted from BSM authorisation at month end.
Chase any missing shifts or anomalies with staff
Complete and submit corporate workforce ‘’Healthroster – Amendment’’ forms after lockdown
Inputting and finalising any bank shifts.
Responsible for calculating annual leave allowance for INCS staff and submitting to E-roster team.
To represent the Integrated Nutrition and Communication Services, responding to external and internal telephone queries from staff, patients and others and referring to appropriate person.
Chase progress on all issues with appropriate staff on behalf of INCS Leadership Team and Clinical Leads as and when necessary to ensure that deadlines are met.
Take responsibilities for the day to day supervision of administration team. Co-ordinate leave request within the INCS administration teams ensuring staffing numbers for service delivery. Check and authorise timesheets on E-roster. Record sickness episodes on E-rosters. Undertake return to work interviews following sickness period. Assist in the recruitment.
Be the first point of contact for emergency booking to the Rapid Access Clinic. Recognising priority and arranging patient transport where required. Arrange patient facing MDT's for patients discharged home on Total Parenteral Nutrition (TPN)Work as part of the wider INCS, in particular with the MDT leads (the medical secretaries, the Nurse Specialists and Gastroenterology Consultants) to organise and book patient MDT’s
Person specification
Qualifications and Education
Essential criteria
1. Educated to GCSE level or equivalent
2. ECDL or equivalent experience
Desirable criteria
3. RSA 3 or equivalent typing qualification
4. NVQ Level 3 (business and administration)
Knowledge and Experience
Essential criteria
5. Experience of Microsoft Word, Excel, Powerpoint, email and internet usage.
6. Efficient in use of Microsoft Windows Applications,
7. Experience of working on Electronic Patient Record Systems
8. Awareness of the concept and application of confidentiality and Information Governance
9. Experience of working in a busy office, managing own workload
10. Experience of working and dealing with the public.
Desirable criteria
11. Experience of NHS Supply system
12. Experience of Health Roster
13. Experience of Harris Flex system
14. Experience of T-Pro
15. Experience of E-proc
Skills & Abilities
Essential criteria
16. Able to use own initiative and work without supervision
17. Able to prioritise own workload and work of others
18. Excellent written and verbal communication skills
Desirable criteria
19. Previous experiences of working in a secretarial/PA setting
20. Supervisory skills