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Detailed job description and main responsibilities

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JOB PURPOSE

To act as the Central Administrative Assistant to both the Integrated Therapies service and the Adult Community Integrated Neighbourhood teams.

• To undertake the day to day administrative duties of the central admin team.
• To support the management and co-ordination of Mandatory Training requirements and reporting for both Integrated Therapies and INTs.
• To support the management and co-ordination of inductions for all new staff and students within INTs and Integrated Therapies.
• To support implementing and maintaining systems for the management and reporting of staff appraisals for all staff within both the INTs and Integrated Therapies.
• To support the senior administrator with the management and co-ordination of all Therapy pool cars.

KEY TASKS

Communication & Team Working

• To provide a professional and polite service to staff, patient/service users.
• Deal with any telephone calls, taking messages or referring on to other senior level staff. Always ensuring telephone calls are dealt with in a polite and efficient manner, re-routing inappropriate calls to the relevant areas.
• On occasion to attend departmental / team meetings where required and take minutes and type up in a timely way, distributing as required.
• To provide cover for Therapies reception when required. To have full working knowledge of the e-Care outpatient booking system, BookWise room booking system and full reception duties. To be able to provide cover or assistance at short notice. To become conversant with relevant e-Care applications and self-check in kiosk.

Planning & Organising

• To assist the Admin Team in the organisation of inductions for new staff collaborating with the local clinical admin in the INTs; to include but not restricted to arranging uniform, parking permits, mandatory training (face to face and e-learning), staff development files, ID and name badges, lockers, computer access and annual leave.
• To support the Admin Team in preparing for interviews being undertaken on/off site or by virtual means.  
• To assist with student placement planning
• To maintain the Therapy Training Room and other electronic diaries. 
• To ensure all centrally stored therapy laptops are regularly checked for updates and maintain a register of when these are loaned to staff. Ensure all laptops are fully charged on a daily basis.

Professional / Administration

• To assist in ad-hoc small project support as directed by the business manager.
• To provide general secretarial support to all services to include but not restricted to typing, photocopying, and filing – including new electronic filing system.
• To provide administrative support to Managers and Clinicians as required. To include the production of confidential and sensitive material, reports, graphs, letters, leaflets, presentations, flowcharts and forms.
• Assist to maintain the register of Lone Worker Device and competency training for all staff within INTs and Therapies who undertake lone working.
• To maintain and update all organisational charts for Integrated Therapy Services.
• Under close supervision, maintain the register of Electrical and Diagnostic competency training for Integrated Therapies to include but not restricted to updating Trust matrices with new staff and inputting staff training dates.

Monitoring, Analysis & Evaluation

• Ensure that sickness related messages are passed on to the relevant person in a timely manner.
• Under supervision of the Administrator for Mandatory Training, produce email reminders to Therapies and INT staff and follow the relevant processes for booking any face to face training.
• Under supervision of the Senior Administrator for Appraisal management, send reminders to all Therapies and INT staff, update the relevant spreadsheets/databases, sending updated details to Workforce.
• Under supervision of the Senior Administrator for Fleet management, ensure driving licences and check codes are received and recorded on file for all Therapies and INT staff (as appropriate) including notifying staff when their current check codes are due to expire
• Support with monitoring ordering and delivery of IT procurement and mobile phone orders made by the senior admin staff in the central team

Managing People & Resources

• To update the Establishment spread sheet with new starter details.

• To have a working knowledge of booking systems across all sites and book rooms for meeting or training use as required.
• To support with all departmental filing and archiving of records inclusive of transitioning from paper-based filing system to an electronic system.
• Under supervision of the Senior Administrator for Fleet management, maintain the central record of Therapies lease vehicles and assist with fleet management on a daily basis.

Training & Teaching

• To assist in the training of new staff in the use of all office equipment.
• To provide user training and support to all staff for mandatory training e-learning requirements.
• To provide basic IT support to all Therapy Staff, i.e. basic laptop queries / Selenity set-up and SharePoint queries.

Policy & Service Development

• To be prepared to work flexibly in response to the needs of the service.
• To be prepared to undertake some weekend working on a rota basis in support of service development.
• To ensure that personal mandatory training is completed and maintained in line with Trust policy.
• To identify own needs for personal development, education and training.
• To be fully conversant with all Trust and Departmental policies and procedures.
• To be fully conversant with departmental emergency procedures, taking appropriate action to summon assistance when necessary and report actual or potential problems that may pose a risk to health, safety and security.