NHS Jobs
Location
Crewe, Cheshire | United Kingdom
Job description
JOB PURPOSE The post holder will provide a comprehensive, quality, and confidential administrative support and secretarial service to the Womens and Childrens Research Team. A key requirement of the job is to organise the managerial and administrative workload of the research activities, including the maintenance and security of staff records and files, co-ordinating all activities to ensure efficient research governance and reporting. It is essential that the post holder can exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team. The successful candidate will also be required to assist the nursing and midwifery staff in screening various clinics to identify potential participants and successfully recruit or follow up patients in observational trials. SERVICE DELIVERY Provide a comprehensive secretarial/administrative service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales. Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that the senior management team/others are briefed on any difficulties, problems or issues. Build and maintain constructive relationships with others, within and across Divisions and externally to improve the effectiveness and efficiency of research services to patients. Exercise own judgement, based on acquired knowledge and experience, as to when to deal with queries personally and when to contact the Manager, and with what degree of urgency, according to guidelines agreed by the senior management team. Be fully conversant with all required electronic systems for correspondence, recording, retrieval and maintenance of information, including obtaining information using the Internet and Intranet. Represent the Department at meetings, both as a participant, and/or to produce minutes, document notes and action plans, distributing information as required. Prioritise work and take appropriate steps to manage incoming and outgoing requests for action and/or information, including follow up, according to agreed timescales. Prioritise and take appropriate action concerning the managerial function of the Department within guidelines agreed by the senior management team. Prepare, collate and provide data, information and statistics to support the managerial function of the Department, including both staff and patient information by liaising with other managerial/administrative staff, and according to the needs of the Department. Participate in the co-ordination, organisation and production of duty rotas, including research clinic preparation, where appropriate. Prepare and produce documentation, handbooks, and any relevant information packs, by liaising with others to ensure accuracy, consistency and completeness of information. Support the Departmental Management Team in audit activity as necessary including managing databases, obtaining information and preparing questionnaires and in the presentation of the results. GOVERNANCE Develop and maintain systems and processes to establish and maintain effective communication, and confidentiality of information. Support the development and maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services. Support the Department to ensure that lessons are learnt from issues arising from risk reports/complaints etc, and that they are promptly and positively addressed. Contribute to the development and implementation of policies, procedures and guidelines related to services, and contribute the development of other policies. Ensure compliance with Trust policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care. MANAGERIAL/LEADERSHIP Act as a role model by demonstrating leadership and expertise, and by maintaining credibility within the Department, the wider health care community and external agencies, ensuring a positive image of the Trust is maintained. Support the Department by participating in recruitment, and ensuring that staff induction and orientation, and mandatory training take place according to Trust policy. Supervise junior administrative staff ensuring that work is appropriately prioritised and managed, providing support, advice and guidance to help others learn and develop in their role. Support the Department in the effective use of resources, e.g. staff, budget, premises, equipment, supplies and materials, maintaining adequate stationery supplies and other resources for secretarial staff and others, ensuring that costs and waste are kept to a minimum. Develop and maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns. EDUCATION/LEARNING Take responsibility for own learning and development by recognizing and taking advantage of all opportunities to learn, including full participation in Motiv8 appraisal, supervision, action learning. Provide expert advice and work based training from a sound knowledge base, to junior administrative staff, evaluating the impact of learning on improving services. In conjunction with the Management Team, develop and maintain systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated and shared in order to change and improve services according to changing health care needs. 26.Maintain an awareness of changes in governance requirements 27.Maintain links with other trial coordinators, data managers and research nurses across the region and also nationally to develop and share knowledge and to provide mutual support This job description is an outline of the role and function. It is not intended to describe all specific tasks. Staff at MCHT have a responsibility to; Maintain a professional/personal portfolio Adhere to Trust policy, procedures and guidelines, Adhere to Trust standards of behaviour and expected performance Maintain up to date skills and knowledge. Maintain an awareness of patient led service issues. Comply with Infection Prevention and Control (IP&C) policies and procedures as appropriate to their role and responsibilities in their individual work setting. Staff are required to be personally accountable for their actions and be responsible for their own compliance in relation to IP&C polices, protocols or advice. Ensure they work in accordance with local procedures and report any issues which they consider to be a risk to the health and safety of themselves and/or others. Act in accordance with the Trusts values and behaviors. Where applicable to participate in and provide data on the efficacy of treatment and specialties.
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