Patient First Team Administrator | North Middlesex University Hospital NHS Trust

The post holder is a key member of the Patient First Improvement Team, providing high quality and comprehensive range of administrative support and assisting in successful delivery of the Patient First management system and Trust strategies. The role will ensure smooth running of the department and all programme reporting. The post holder will often be the first point of contact and as such, will require excellent communication skillsin liaising with a range of internal and external stakeholders. They will be responsible for managing and prioritising their own workload and will be required to use their own initiative.Key tasks will include senior/critical meeting preparations, diary management and the ability to effectively support meetings and events, (both in the real & virtual world).The postholder will be able to work independently and effectively using excellent communication, planning, organisational and IT skills.

The post holder:

§ Supports delivery of projects and programmes managed by the Patient First Improvement Team.

§ Assists the senior improvement specialist, senior improvement leaders and improvement programme managers in managing projects within the teams portfolio

§ Administrative support for wider improvement projects, as agreed

§ To provide project support to internal improvement team planning

§ To act as first point of contact for staff involved in/enquiries about the Trust-wide improvement function

§ To support and assist in the development of initiatives, projects and improvement priorities

North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.

We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.

Take a tour of our hospitalhere

Key responsibilities:

§ To participate in regular and routine reporting for internal and external requirements within deadlines and to the departmental standard.

§ Support production of ad hoc information and performance requests, ensuring data and information provided is accurate and presentable.

§ Producing standard packs of information using a variety of tools.

§ Act as a first point of contact for queries coming into the Patient First Improvement Team and directing all queries as appropriate.

§ Communicate effectively both verbally and written at all levels of the organisation to support the work programme.

§ Escalate any issues to the senior team as and when noted.

§ Supporting day to day operational activities including filing, scanning, maintenance of records and reports as well as maintaining the improvement template library and repository.

§ Support and encourage the use of information systems.

§ Supporting the implementation of new strategies and programme initiatives.

§ To support in the monitoring and tracking of all programmed activities.

§ To work collaboratively with team members in providing day to day guidance, advice and information as requested by internal and external stakeholders.

Professional Responsibilities:

§ Provide a full range of administrative support to the Patient First Improvement team.

§ Facilitate project meetings, including capturing and following up of actions.

§ Responsible for providing administrative project management support in the team.

§ Work with key stakeholders to assist in investigating the causes of any variance from plan / delivery targets and contributes to the Implementation of solutions.

§ To support the Divisions in the development, implementation and delivery of agreed transformation programmes and projects, supporting performance improvement and efficiency.

§ Contribute to the evolution of a culture of continuous improvement within the day-to-day operations of the Patient First Improvement Team. To provide the necessary enthusiasm and delivery to ensure the work of the Patient First Improvement Programme will cease to be an additional consideration and become an integral part of the organisation's way of doing business.

§ Support the performance management of projects and work streams from the IT perspective.

Information Management:

§ Work with the Trust's Information Team to ensure the completion of data in an agreed format and within timescales to inform progress and exception reports for and on behalf of the project team and assist with the compilation of reports.

§ Support the information management of the Business Development and Planning including the collation, monitoring, presentation, analysing and reporting of data to include the development and implementation of data collection systems that will provide accurate and timely data.

§ Ability to track, analyse and interpret financial/budget data and identify areas of savings for the team

Communication:

§ Be responsible for building and maintaining relationships with all staff and key stakeholders within the area of responsibility, using appropriate communication methods, eg email.

§ Communicate in a professional and courteous manner at all times.

§ Communicate with immediate colleagues and other Trust staff on day-to-day matters, developing and maintaining effective working relationships.

§ Able to produce written reports, process flow charts and presentations using a range of Microsoft Office tools.

§ Helps in presenting routine and complex information to small groups, including provision of training as part of the Patient First Improvement System implementation plan.

§ Develop and maintain communication at all levels across the Trust in order to facilitate the smooth and effective implementation of corporate project management standards.

§ The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders.

§ Ensure that appropriate staff at all levels of the organisation are informed of the processes to support the Improvement Programme Steering Group (IPSG) including developing and delivering communications, both written and presented.

§ Develop and maintain effective internal and external communication strategies and networks to support the delivery of the divisional business improvement plan and projects. Ensure these are integrated with Trust wide communication plans.

Education, Training and Professional Development:

§ Assist the team where appropriate in delivering training/briefing sessions on performance, improvement and transformation strategies and programmes so that managers and staff are competent in carrying out their duties.

§ Support the wider team in developing managers understanding of improvement metrics and use them to ensure effective improvement and transformation interventions occur.

§ Identify own training and developmental needs and undertake appropriate training as required, supported by regular PDP review.

§ Adhere to all Trust policies and Health & Safety regulations as applicable.

Risk and Governance Management:

§ Help to ensure that the organisation & leadership of the IT is clear and unambiguous promoting the proper lines of accountability, using clear explanations and concise documentation.

§ Ensure compliance with the standard templates (dashboard) to provide the right balance between facilitating and supporting projects while holding to account and making progress and issues transparent.

§ Supporting the use of the programme risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.

§ Support the efforts to ensure that the programme work is 'Benefits Led' in so far as the overall programme has overall key performance indicators identified and, at project level, metrics are developed that will allow the success of each initiative to be measured.

§ Supporting the work of the Patient First Improvement Team in providing to both the Trust Board and Programme Board highly professional, concise, reporting (and administrative support to the latter).

§ Promote a culture where governance and risk management are seen to be everyone's responsibility.