Administrator

• Dimensions and Context of Role
• To deliver an
• effective and competent level of administrative support and
• consistently
• deliver a client focussed service which promotes good customer service
• and effective
• working relationships.

To be

• responsible for providing daily administrative support in the allocated service
• area ensuring
• business priorities are met for example: maintaining records, minute
• taking, data
• inputting and reception duties.

Working

proactively to support team.

The job

description and person specification are an outline of the tasks,

responsibilities

and outcomes required of the role. The job holder will need to be

flexible to

carry out any other duties as may be reasonably required by their line

manager.

Key Tasks and Responsibilities of the Post

Provide support

to customer and visitor reception areas, acting as the first point of

enquiry and

sign posting individual to relevant information / service.

Promote the

image of the department, checking that notices and leaflets are up to date

& well

presented.

Ensure that all

• complaints, compliments, concerns, comments and suggestions are
• appropriately
• recorded, and where possible resolved within level of role or escalated
• appropriately.

Respond to

telephone, email and written queries on behalf of the service area

including call

handling where appropriate as agreed with line manager.

Arrange

• appointments, meetings and events on behalf of the service, making bookings
• where necessary
• and ensuring all equipment and documentation is available, in
• conjunction
• with line manager where required.

To produce

minutes as an accurate record of meetings, transcribing and distributing

as directed,

with supervision as appropriate.

To maintain

accurate and timely electronic and hard copy information using

organisational

systems as directed and in line with policies. Supporting operational

staff to access

management information; electronic and hard copy.

Collect data to

enable managers to monitor budgets and performance in relation to

business

support function with support of line manager.

Collect and

prepare information for service area users with support of line manager.

Maximise the use of electronic systems to enable effective management of the

service area such as Microsoft Office and patient record systems. Be compliant

with the Data Protection and record management policies and procedures with

particular reference to confidentiality and safeguarding issues. Be proactive

and contribute ideas for improvement in the way the service is delivered. Able

to work on own initiative, prioritising work within defined policies and

procedures to set timescales. Ensure that all office support services e.g.

post, fax, filing, photo copying, are delivered in a timely manner. Demonstrate

own activities to new or less experienced employees. To process and pass for

payment all relevant invoices in a timely manner in accordance with business

process, with support of line manager To support the line manager with banking

and remittance service (including petty cash). Monitor stock e.g. stationery

and order supplies and equipment as required within the business area.

Undertake research and development as directed.

Physical Effort

Frequent

sitting & standing. Inputting at a keyboard for most of day, frequent light

effort

to lift, sort

& file case notes.

May have to

occasionally move presentation equipment and office supplies or clinic

consumables.

Mental Effort

• Frequent
• concentration is required when inputting into systems, typing documents,
• making
• appointments & processing records with a need to ensure accuracy.

The work is

usually predictable but there may be interruptions from telephone calls,

visitors and

staff & occasionally imposed deadlines.

Emotional Effort

There may be

some exposure to service users who may exhibit difficult & challenging

behaviours.

Working Conditions

Exposure to

unpleasant conditions is rare/occasional. May be exposed to verbal

aggression from

patients. Will use VDU for high proportion of time.

The flexible

nature of the job may require post holder to move within the team or within

the wider

organisational setting as required and undertake similar duties.

Key Behaviour Competencies

Working

together

Be

straightforward in our dealings with each other and build relationships

Listen to

others and explain the decisions we have made

Recognise and

remove barriers to action

Create an open

and positive learning culture

Learn from

mistakes & ask others for support where necessary

Be aware of

ones own behaviour, values, attitudes, strengths and weaknesses.

Ability to

reflect on ones behaviour and change them.

Uphold the

values and be proud to be part of the organisation

Ensure

appearance is professional & name badge visible

Act With

Integrity

Be honest and

do what you say you will do

Take

responsibility and be accountable for your actions

Guard and build

the organisations reputation

Take into

account the human and social impact of our work

Treat everyone

in a friendly, courteous manner; smile & make eye contact

Building

Success Together

Be

compassionate and accepting of others.

Be

straightforward in our dealings with each other and build relationships

Listen to

others and explain the decisions we have made

Agree on our

goals and see them through

Treat each

other with dignity and respect

Learn from each

others experiences

Understand and

recognise each others contributions of being of equal value

Be prepared to

challenge the status quo

Contribute to

the organisations success

Stretch the

boundaries of personal performance

Look for better

ways of working to achieve improvements

Caring for

patients

Aim to meet the

needs of our patients and partners in care

Use initiative

to enhance care in innovative and imaginative ways

Respect

individual cultural differences; challenge bias & prejudice

Provide a high

quality and safe service for patients

Maintain

privacy and ensure confidential information is kept safe

Question poor

practice, process & behaviour

Health and Safety at Work and Infection Control

The post holder

is required to take reasonable care for his/her own health and safety

and that of

other persons who may be affected by his/her acts of omissions. The post

holder is also

required to ensure that all staff under his/her control adheres to relevant

statutory

regulations, Livewell Southwest policies, department safety procedures,

COSHH.

The post holder

is required to conform to Livewell Southwest policies on Health and

Safety, Fire

procedures and Confidentiality and to attend any training sessions as

required. A

copy of the Health and Safety Policy is available from the Healthnet or from

the Risk

Management Department.

The post holder

is required to conform to Livewell Southwest policies on HIV/and AIDS. The job

description may change as the post develops, but such change will not take

place without consultation between the post holder and his/her manager.

Livewell Southwest has adopted a NO SMOKING policy for staff which applies to

all posts. Details of the policy are available on request and will be included

in the statement of main Terms and Conditions of service of staff appoint.

Livewell Southwest is determined to eradicate healthcare-acquired infection and

puts a great deal of emphasis on the responsibility of all staff to ensure

their own personal and others compliance with Infection Control (including Hand

Washing) Policies. Risk Management: In accordance with the Risk Management

Policy, employees will participate, whenever required, with the risk management

process. They will support line managers by attending mandatory and statutory

training, completing incident/accident forms for every adverse event or near miss

that occurs, report all defects and complaints, and communicate any dangerous

situation to individuals potentially at risk. Safeguarding Children and Adults

All employees have a duty to safeguard and promote the welfare of children and

adults and are required to act in such a way that at all times safeguards their

health and wellbeing. Familiarisation with and adherence to national and local

safeguarding adults and children policies is an essential requirement upon all

employees. Livewell Southwest has specific safeguarding policies and in

addition, employees also have a responsibility to practice and work within the

multi-agency policy developed by the Safeguarding Adults Board and the

Safeguarding Children Board. Staff are also required to participate in related

mandatory/statutory training. Infection Control: Livewell Southwest is

determined to eradicate healthcare acquired infection and puts a great deal of

emphasis on the responsibility of all staff to ensure their own personal and

others compliance with Infection Control (including Hand Washing) Policies. All

staff must comply with infection control policies and guidance, attend relevant

updates and report issues of concern to their immediate line manager (if no

action or explanation received, then it is the individuals responsibility to

escalate their concerns Sustainability and climate change: All staff are

expected to take responsibility for the reduction of carbon emissions within

their area of the organisation. In particular this may relate to reducing

energy consumption, making low carbon travel choices, consideration of goods

and services being purchased, and waste reduction.