Overview of the Post Key elements: To support the Operational Managers and their nominated deputies in managing their administration, reporting requirements and workforce duties To organise, support and assist in the management of their diary and meeting commitments. To provide support to the Operational Managers to ensure a coordinated and seamless service is delivered to support staff across the service Key Tasks and Responsibilities Office Responsibilities To provide support to the Operational managers or their nominated deputy by ensuring the smooth running of their office and systems. This work includes: To coordinate the administrative function in delivering an efficient and effective service that supports the managers Effective diary management; scheduling/prioritising appointments both regular and adhoc meetings with internal and external persons; arranging 1:1s, PDRs for direct reports and managing their diary in advance, using initiative and negotiation skills. Email management: scanning and monitoring of emails on a daily basis. Flagging up urgent emails and in the absence of the manager to take the initiative to respond or forward emails to relevant staff to action. Regular filing of read/completed emails and maintenance of an electronic filing system to incorporate this. Demonstrate skills in the use of SystmOne in terms of clinical recordkeeping and activity & data extraction Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner. An advanced level of IT packages including Word, Excel, Power Point is required for complexity of work. Ensure that all relevant papers are available for meetings and proactively chase accordingly. Act as first point of contact for the Operational Managers and other healthcare professionals. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries. Monitor/screen all telephone calls to the Operational Managers and maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner. In particular ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required. Maintain personnel/HR reporting requirements ie. sickness/annual leave as directed Undertake regular reviews of administrative requirements and implement administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice. Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service. Handling both routine and urgent matters using initiative and with minimal supervision Will be required to meet deadlines and supply information at short notice. Leadership Support the Operational Managers in producing required information and reports. To organise events as and when required, which could be complex, including , assessments and visiting clinicians. Manage resources and coordinate the ordering of stock and supplies Provide regular supervision to junior administrative staff in the team. Management Responsibilities Facilitate and under the direction of the Operational Mangers and Quality Manager ensure regular communication systems, ie Good practice events, good practice programme, staff newsletter. Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy .Ensure health and safety policies are implemented with the staff group e.g. work station assessments etc. Implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice. Communication To encourage a culture of professional and effective communication To maintain a clear constructive relationship with Operational Managers, senior clinicians, team members, HMPS , the Trust and other partner agencies. Other To undertake any other duties reasonably requested, that are commensurate with the band and nature of this post. The following statements are mandatory for all job descriptions: Terms and Conditions The post holder is subject to the terms and conditions of OXLEAS NHS FOUNDATION TRUST. This Job description gives an outline of the post and is subject to review in consultation with the post holder. Confidentiality The Post holder must maintain the confidentiality of information about patients, staff and other health service business in accordance with Trust Policy. Risk Management The Post holder will ensure compliance with the Trusts risk management policies and procedures. These describe the Trusts commitment to risk management, the recognition that our aim is to protect patients, staff and visitors from harm and stress and that all staff have a responsibility to minimise risk. Infection Control All staff are required to be familiar with the Trusts infection control policies, and national guidance in relation to infection control. All staff whose normal duties are directly or indirectly concerned with patient care must ensure that they complete mandatory infection control training and are compliant with all measures known to be effective in reducing Healthcare Associated Infections. Equality, Diversity and Human Rights The Post holder will treat all colleagues, service users, carers and members of the public with respect and dignity regardless of their gender, age, race, religious beliefs, religion, nationality, ethnic origin, social background, sexual orientation, marital status, disability, HIV/Aids status, criminal background and Trade Union status. The Trust has a Policy for Equality and Human Rights and it is the responsibility of all staff to ensure that this is implemented. Health & Safety All staff must be aware of the responsibility placed on them by the Health & Safety at Work Act (1974) to ensure that the agreed safety procedures are carried out to maintain a safe condition for employees, patients and visitors. Professional and NHS Codes of Conduct You are required to act at all times in accordance with the relevant professional Codes of Conduct and Accountability (including, where applicable, those for Board Members). In addition, all management staff must comply with the Code of Conduct for NHS Managers and Standards of Business Conduct for NHS Staff. Safeguarding Children Safeguarding children is everyones responsibility. Whatever your role within the trust the welfare of children should be your paramount consideration. In cases of suspected abuse or neglect the duty of care that member of Oxleas staff owes to a child, will take precedence over any obligation to the parent or other adult. All members of Oxleas staff who have contact with service users, or their families, should be familiar with guidance on Child Protection/Safeguarding Children from their own Professional organisations; the trust and the London Safeguarding Children Procedures. Staff are also required to attend mandatory safeguarding children training. Financial Management and Control of Resources All staff are responsible for the security and the property of the Trust, avoiding loss or damage and being economical and efficient in the use of resources. Staff are required to act in accordance with the rules and regulations as described in the Trusts Policy relating to the Financial Management and Control of Resources. Customer Care It is the aim of the Trust to provide patients and clients with the best possible care. All staff are required to put the patient/client first and do their utmost to meet requests and needs courteously and efficiently. Personal/Professional Development Planning/Mandatory Training All staff should have a personal development plan and in conjunction with their manager, should actively determine and pursue agreed training and development needs and opportunities. All staff are required to attend mandatory training as designated by the Trust. No Smoking Oxleas NHS Foundation Trust has a no smoking policy. Staff are not permitted to smoke within or on Trust premises.