Administration Team Lead

1. To provide clerical support services to the Haringey Locality Therapies Team and the wider Locality District Nursing Teams (as and when necessary) & to work as a member of the Multi-disciplinary Team, participating in team meetings as required.
2. To provide day to day management of the administrative workload by prioritising effectively and supporting the A&C staff to work optimally so that appropriate levels of workload can be delegated effectively.
3. To be responsible for the day to day line management of a team admin staff within the service.
4. To communicate with external agencies where appropriate on behalf of the team
5. To provide a reception service at designated times and act as first point of contact for telephone calls for the team. To meet and greet all visitors to the centre in a welcoming, courteous and efficient manner.
6. To provide secretarial support to team members as appropriate to the efficient running of the service, 1. To assist members of the team by taking, documenting and relaying telephone messages, confidentially to the appropriate person. To redirect telephone calls to the appropriate service when necessary.
2. To deal with all other enquiries from staff, clients, carers and visitors to the centre in a welcoming, courteous, efficient and sensitive manner, whilst displaying a positive approach at all times
3. To type letters and reports for team member requiring secretarial support.
4. To mentor and supervise on a day-to-day basis, the Band 3 Admin staff ensuring adherence to trust policy, and to accurately report any areas of concern to the Team Leader.
5. To be actively involved in the induction and appraisal process of the Admin
6. To be responsible for the daily prioritisation of workload and report accurately to the Team Leader any concerns regarding management of the workload
7. To arrange and document off site appointments for clients and confirm details
8. To arrange and confirm transport and interpreters as directed by a qualified member of the MDT
9. To arrange appointments for clients requiring a mobility assessment for a Blue Badge, Freedom Pass or Taxi Card and effectively field any queries from these clients where possible.
10. To undertake photocopying, circulation and distribution of documents, processing of incoming and outgoing post and general clerical duties as required
11. To provide a meeting and greeting service for the team as necessary.
12. To assist in the organisation and recording of routine statistical information relating to client information using Excel.
13. To maintain an up-to-date and accurate list of clients being seen by the team. This will include accurate new referrals, review dates and discharges
14. To have responsibility to ensure that stationery and equipment stocks are ordered appropriately and maintained for the team.
15. To ensure that confidentiality is maintained with regard to the business of the Haringey Community Therapy Services.
16. To actively participate in staff appraisal system
17. To create client records once accepted by the team
18. To ensure reports etc. are filed accurately in patients records on a daily basis.
19. To ensure MDT records are maintained according to record keeping policy including the archiving of notes according to Trust policy.
20. To enter client data onto the computerised data base system accurately to activate a new episode of care or input information from an assessment
21. To use the computerised data base system, e-mail and other IT systems
22. To participate in maintaining an up to date display of health promotion literature as directed, and to ensure that all communication/notice boards are maintained to a high standard with current, relevant and valid information, word processed and laminated, placed on appropriate boards.
23. To attend, participate and accurately minute team meetings.
24. To report all accidents and incidents promptly to the Team Leader completing relevant documentation before leaving for that day
25. To participate in in-service training, statutory training and education to meet the needs of the service and undertake training appropriate to the post.
26. To participate in Clinical Governance developments for the team and actively contribute to the team action plan. This includes participation in team audit as appropriate.
27. To undertake any other duties as commensurate with the grade as designated by the Team Leader and to provide ad hoc support to the wider Locality in both Haringey and Islington in other sites and District Nurse teams as and when required
28. To be competent in District Nursing systems and procedures to provide support when necessary
29. To analyse team data where appropriate and report findings to the team lead.
30. To be responsible for organising the Admin duty rota to ensure all functions of the team are covered on a daily basis
SAFEGUARDING CHILDREN AND ADULTS
To comply with the Trust's Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:
+ Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
+ Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
+ Ensure you are familiar and comply with local protocols and systems for information sharing.
+ Know the appropriate contact numbers and required reporting lines.
+ Participate in required training and supervision.
+ Comply with required professional boundaries and codes of conduct
Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.
Your application form -
1. Provide only business email address for your referees - we are unable to request references from yahoo, Hotmail, Gmail accounts.
2. Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.
Our processes -
1. Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
2. If you do not hear from us up to 3 weeks after the closing date of the job unfortunately this means you have not been successfully shortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
3. Please check your emails regularly as all correspondence from us will be via trac.systems - occasionally these emails will go into your Junk folder.
4. Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.
Other important information -
+ Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
+ Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
+ In submitting an application form, you authorise Whittington Health NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.
If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a "selfie" using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk
Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided
The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
We would welcome applications from individuals who are from underrepresented groups in the organisation