Team Administrator Falls and Syncope Service

An opportunity is open for a dynamic and well organised administration assistant to join the "Outstanding" Falls and Syncope Service.
The job provides a variety of administrative roles including minute taking, assisting in the preparation of reports and presentations, preparation and maintenance of spreadsheets and other information systems, assisting with health Roster, ESR and the Therefore system.
The role will also include managing enquiries to the service, supporting with materials ordering and providing Personal Assistant back up to the head of department.
The service would prefer a working pattern of 3 full days a week on Tuesday, Wednesday, Friday although this could be negotiated at interview.
The successful candidate will be based in the Falls Service office at North Tyneside General Hospital but may be required to travel to other sites within the Trust., Responsible for providing accurate, complex reports for Head of Service, to be used for Trust wide quarterly reports redevelopment.
Responsible for adapting/designing information systems to meet the specifications of others.
Responsible for the operation and maintaining of information systems' to enable the input and extraction of data.
Responsible for the creation and maintenance of complex spreadsheets, to provide timely and accurate data for Trust and outside agencies.
Assist with Health Roster and ESR systems.
Be proficient in the use of Therefore system.
Responsible for providing Personal Assistant backup to the Head of Department, managing diary commitments and co-ordinating meeting requirements.
Develop and manage systems to enable the Head of Department to work effectively and efficiently, organising complex appointments and schedules.
Create and maintain databases for professional and personnel issues of the team members.
Manage enquiries affecting the falls and syncope service.
Responsible for efficient office maintenance and the monitoring and procurement of office equipment and supplies., + Advise the Head of Department as to the alterations needed to the ensure effective running of the falls and syncope service.
+ Advise the Information Department on the type of reports required for the Trust and confirming and explaining the data produced.
+ Discuss all aspects of work required / completed with the Head of Department and teams named, advise on errors and influence future strategies for data extraction.
+ Communicate electronically, accurately with the all employees who require aspects of the services named.
+ Communicate generally regarding aspects of availability of the Head of Department and members of the teams, + Planning and organising meetings, checking participant's diaries, booking rooms, booking refreshments, minute taking, producing and distributing finalised minutes, organising presentation equipment
+ Arrange meetings, external visits and larger venues.
Physical Skills
Advanced keyboard skills
Patient/Client care
Incidental patient/client contact
Financial & Physical Resources
+ Order and monitor the use of office resources
+ Check stock and order more supplies
+ Check, chase and confirm the receipt of goods.
+ Complete appropriate documentation and record any problems.
+ Responsible for arranging/repairing/installing the physical office assets
Human Resources
+ Provide specialist advice and education with regards to complex database processes and report formats.
Information Resources
+ Demonstrate competence in the use of Microsoft and other computer software
+ Generate data for service development within the strategic plan.
+ Identify and agree the questions/issues to be addressed by the data/information
+ Assist Head of Department in identifying the nature of the data collected
+ Effectively use appropriate methods and sources for obtaining and recording the data/information
+ Collate and analyse the data within timescales
+ Generate reports quickly and efficiently as requested
+ Create and maintain databases for personnel issues, general office recording, mandatory training,
+ Manipulate Excel spreadsheets for information outside of working area and outside of Trust
+ Create and manipulate Excel spreadsheets for use Trust wide
+ Set up and maintain records and enter data
+ Maintain quality management of data input of team
+ Actively assist the Information Department and IT Department to reconfigure software for the services names
+ Format and create documentation to be used within the department
+ Manage all telephone, fax, email and written enquiries
+ Develop and manage systems to enable the Head of department to work efficiently and effectively
+ Accurately record, store and retrieve information in relation to absence, mandatory training, agenda and minutes of meetings, templates and miscellaneous information.
Policy & Service Development
+ Develop role of administrator for the falls and syncope service
+ Propose protocols and procedures for use in office management which impact in own area and beyond
+ Contribute to the promotion of the role
Research & Development
+ Make a positive contribution to the development of the services name
+ Be the main link between IT and Information Department, understanding each side of the data.
+ Liaise with the Software Developer for any new projects
+ Contribute to frequent audits as requested.
Freedom to Act
+ Manage and prioritise own workload supported by Head of Department and the teams.
+ Provide specialist advice within own designated area
+ Provide fast and efficient secretarial support to the Head of Department
+ Provide effective and efficient clerical support to the named teams.
+ Maintain excellent communication links with Head of department, Director of Nursing, Service teams, Information Department, and IT Department.
+ Participate in whole team discussion at regular meetings to further develop the effective running of the services name.
Applicants who are members of the Armed Forces, and those who have a disability that requires support in the work place (two ticks pledge) and who meet the essential criteria will be interviewed under the Trust's interview guarantee scheme.
We recognise the positive value of diversity and inclusion and are committed to a workforce that is diverse, equal and inclusive. We welcome and encourage job applications from people of all backgrounds. We particularly welcome applications from Black, Asian and Minority Ethnic (BAME) candidates as BAME people are currently under-represented in our workforce as well as other under-represented groups such as LGBT+ and disabled candidates. We are proud to be a Disability Confident Employer, a Stonewall Diversity Champion, we have a Gold award from the Defense Recognition Scheme, and we are delighted to support Apprenticeships, Age Posi+ive and are a mindful employer.
If you require any reasonable adjustments to attend interview please make the recruitment team aware as soon as possible by calling our HR Recruitment Team on option 2.
Applicants who meet the Fit and Proper Person Requirements (FPPR) will require additional pre-employment checks in line with CQC and NHS England statutory guidance.
Make sure to read the 'applicant guidance notes' before submitting your application and make sure you know everything there is to know before joining our fantastic trust!
Please note that it is a requirement of this Trust that all successful applicants pay for their own DBS certification if a DBS check is required for the post. The method of payment is a salary deduction from your first monthly pay.

+ Previous clerical experience within a busy environment
+ European Computer Driving License or equivalent experience
+ Advanced keyboard skills RSA 2/3 or equivalent experience
+ Advanced working knowledge of Excel spreadsheet program
+ Able to work effectively to meet project aims with limited supervision.
+ Motivated self-starter with excellent organisational skills evident from previous positions held
+ Strong verbal and written communication skills evident from positions held
+ Strong analytical skills evident from previous positions held
+ Ability to work under pressure and achieve results through learning on the job and support of Team Leaders
+ Proven team player evident from previous positions held
Analytical Skills
+ Proven problem solving and decision making evident from previous positions held
Planning & Organisational Skills

Do you want to work in one of the best performing NHS organisations in England? Work for an organisation that was voted the best acute and combined acute and community trust in the country, based on the experience of its staff (NHS Staff Survey 2022). Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn't, this is what you get when you work for Northumbria Healthcare and, this is…the Northumbria Way!
What the Northumbria Way means for you:
+ Extensive staff health and well-being programme including access to our specialist Wellbeing Hub
+ Support and connection through a variety of Staff Network groups
+ A range of flexible working opportunities
+ Generous annual leave and pension scheme
+ Access to lease car and home electronics scheme (qualifying criteria applies)
+ Opportunities to improve your professional development through our vast training programmes
+ On-site nursery places via salary sacrifice
+ Access to savings scheme via salary sacrifice with Northumberland Community Bank
We are proud to be one of the country's top performing NHS trusts - rated 'outstanding' overall by the Care Quality Commission (CQC). We provide a range of health and care services to support more than 500,000 people living in Northumberland and North Tyneside across the largest geographical area of any NHS Trust in England. Our teams deliver care from hospitals, a range of community venues and people's homes. Our hospitals include a specialist emergency care hospital (the first of its kind in England), three general hospitals and community hospitals. In the community we deliver a wide range of community and public health services.
We lead in innovation and quality, having opened the Northumbria Healthcare Manufacturing and Innovation Hub during the Covid-19 pandemic and have recently launched our Community Promise - a pledge to make a real impact not just in healthcare but on the wider factors that affect people's lives, such as education, employment and the economy.
If Northumbria Healthcare sounds like somewhere you could belong we would love to hear from you. Visit our website to catch up on our latest news.
Whilst Northumbria Healthcare are a highly innovative organisation, the use of Third Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity your individual recruitment process, we may withdraw your application at any stage of the process.