Job description

Job responsibilities

The following duties and responsibilities in collaborations with Local Manager:

• To support the Service Manager and facilitate the effective running and operations of services in NCL, and keeping the line manager informed on all relevant matters
• Support the monitoring of compliance with internal and external governance and best practice requirements in the service
• To liaise effectively with managers, clinicians, administrative staff and internal/ external parties.
• To attend and take minutes of meetings, disseminate together with relevant documentation to the membership, and follow up on actions as required.
• To travel between bases and work on different sites within Whittington Health
• Ensure that local teams have sufficient equipment and devices, and access to systems across Whittington Health.
• To support with requisition requests, storage and maintenance of clinical and non clinical supplies as necessary, ensuring that stock is effectively managed within budget and that over ordering does not occur.
• Confirm that data entry and service reports within local teams is completed within deadlines.
• To assist in the organisation, recording and reporting of routine statistical information, and quality, safety and key performance indicators.
• To maintain and update filing, administration systems and databases as required.
• To proactively identify opportunities for improvement and efficiency of the processes and systems used within the services
• To arrange meetings, book rooms, set up presentation requirements, produce and distribute agendas; maintain electronic diaries, filing and administration systems as required.
• To undertake the organisation of incoming mail and documents, photocopying, circulation, processing of correspondence, archiving and general clerical duties as required by the Service.
• Undertake additional administrative tasks and responsibilities as required
• To manage and prioritise workload on a daily basis and deal with the competing demands of the Service.
• To support teams with quality improvement and project management work as required for the service.
• Adhere to all Trust polices, taking appropriate account of patients rights and diversity and ensuring fair access to services
• Undertake individual and team training as identified and to demonstrate a commitment to the development of effective team working
• Undertake mandatory training within the Trust and any other training required to be able to carry out daily duties
• Assist in co-ordinating training and support for new and temporary members of staff
• To undertake any other duties as commensurate with grade as directed by the Service Manager.

Job responsibilities

The following duties and responsibilities in collaborations with Local Manager:

• To support the Service Manager and facilitate the effective running and operations of services in NCL, and keeping the line manager informed on all relevant matters
• Support the monitoring of compliance with internal and external governance and best practice requirements in the service
• To liaise effectively with managers, clinicians, administrative staff and internal/ external parties.
• To attend and take minutes of meetings, disseminate together with relevant documentation to the membership, and follow up on actions as required.
• To travel between bases and work on different sites within Whittington Health
• Ensure that local teams have sufficient equipment and devices, and access to systems across Whittington Health.
• To support with requisition requests, storage and maintenance of clinical and non clinical supplies as necessary, ensuring that stock is effectively managed within budget and that over ordering does not occur.
• Confirm that data entry and service reports within local teams is completed within deadlines.
• To assist in the organisation, recording and reporting of routine statistical information, and quality, safety and key performance indicators.
• To maintain and update filing, administration systems and databases as required.
• To proactively identify opportunities for improvement and efficiency of the processes and systems used within the services
• To arrange meetings, book rooms, set up presentation requirements, produce and distribute agendas; maintain electronic diaries, filing and administration systems as required.
• To undertake the organisation of incoming mail and documents, photocopying, circulation, processing of correspondence, archiving and general clerical duties as required by the Service.
• Undertake additional administrative tasks and responsibilities as required
• To manage and prioritise workload on a daily basis and deal with the competing demands of the Service.
• To support teams with quality improvement and project management work as required for the service.
• Adhere to all Trust polices, taking appropriate account of patients rights and diversity and ensuring fair access to services
• Undertake individual and team training as identified and to demonstrate a commitment to the development of effective team working
• Undertake mandatory training within the Trust and any other training required to be able to carry out daily duties
• Assist in co-ordinating training and support for new and temporary members of staff
• To undertake any other duties as commensurate with grade as directed by the Service Manager.

Person Specification

Education/Qualifications

Essential

• GCSE A*-C or equivalent in English and Maths

Desirable

• IT qualification

Skills & Abilities

Essential

• Highly self-motivated and self-starter
• High levels of organisational skills to schedule and prioritise own workload to meet strict deadlines
• Good level of expertise in numerical, analytical and data management
• Able to construct and manage spreadsheets
• Good analytical skills, including ability to summarise and interpret results
• Good verbal and written skills including minute taking, report writing and presentation skills
• Ability to work in an organised and logical manner with a systemic approach to work
• Ability to work autonomously

Knowledge & Experience

Essential

• Experience and understanding of working in health setting
• Experience of using clinical and admin information systems
• Experience of working in a team with multi professional colleagues
• Joint working with partner agencies
• Experience of working within a framework of confidentiality
• Experience of working under pressure and managing a range of difficult or challenging situations
• Collate, prepare and summarise information via MS Office operations, including Word, Excel and Powerpoint

Desirable

• Understanding of health processes, with babies, children and adults
• Experience of quality improvement project work

Personal Qualities

Essential

• Flexibility and willingness to learn
• Team player
• Attention to detail
• Enthusiasm and personal drive
• Initiative & and able to meet deadlines

Desirable

• Leadership skills

Other

Essential

• Able to move across NCL sites according to need - including moving supplies

Desirable

• Car driver

Personal Qualities

Essential

• Excellent communication skills

Education/Qualifications

Essential

• GCSE A*-C or equivalent in English and Maths

Desirable

• IT qualification

Skills & Abilities

Essential

• Highly self-motivated and self-starter
• High levels of organisational skills to schedule and prioritise own workload to meet strict deadlines
• Good level of expertise in numerical, analytical and data management
• Able to construct and manage spreadsheets
• Good analytical skills, including ability to summarise and interpret results
• Good verbal and written skills including minute taking, report writing and presentation skills
• Ability to work in an organised and logical manner with a systemic approach to work
• Ability to work autonomously

Knowledge & Experience

Essential

• Experience and understanding of working in health setting
• Experience of using clinical and admin information systems
• Experience of working in a team with multi professional colleagues
• Joint working with partner agencies
• Experience of working within a framework of confidentiality
• Experience of working under pressure and managing a range of difficult or challenging situations
• Collate, prepare and summarise information via MS Office operations, including Word, Excel and Powerpoint

Desirable

• Understanding of health processes, with babies, children and adults
• Experience of quality improvement project work

Personal Qualities

Essential

• Flexibility and willingness to learn
• Team player
• Attention to detail
• Enthusiasm and personal drive
• Initiative & and able to meet deadlines

Desirable

• Leadership skills

Other

Essential

• Able to move across NCL sites according to need - including moving supplies

Desirable

• Car driver

Personal Qualities

Essential

• Excellent communication skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Whittington Hospital NHS Trust

Address

Hornsey Rise Health Centre

Hornsey Rise

London

N19 3YU

Employer's website

https://www.whittington.nhs.uk/ (Opens in a new tab)