Administrator - Independent Maternity Review in Worthing

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants. If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.

Operational Management

• Monitor shared inboxes and direct enquiries to the appropriate team member or corporate team.
• Respond to phone calls to the contact centre, taking accurate notes of the ask, urgency, date and source of the request.
• Provide an administrative service to the regular team meetings and panel meetings preparing agendas, papers and documenting actions rigorously.
• Maintain document libraries and shared folders, including SharePoint and NHSE procured information sharing systems needed to service the IMR and Police processes.
• Under the direction of the business manager, upload information to internal and shared electronic systems, including Egress, Holmes, Badgernet, and Microsoft Office.
• Set up, populate and check the database used to record, date, allocate and close requests for information and any escalations from the review team and the Police.
• Contribute to review and iterative improvements in the Trust's processes over the lifetime of the review and investigations.
• Contribute to development and maintenance of the risks and issues logs and take ownership of mitigating relevant risks or issues.
• Work with the Quality Director, Quality Leads and the teams in Women and Children's Services to ensure any information to be sent outside the organisation has been through a checking process for accuracy and completeness.
• Work with communications and Digital to ensure induction documents and guides to Trust IT and Digital Systems are developed for the IMR Team.
• Support the Programme Manager to track down progress on actions in the delivery plan and flag where a deadline is at risk promptly.
• Liaise with Estates, Maintenance, Medical Electronics, and IT to resolve problems, ensuring any repairs, servicing and maintenance requirements are reported to ensure broken equipment, fixtures, fittings, and medical devices are dealt with in a timely manner and appropriate documentation is completed.

Reporting

• Under the direction of the business manager, extract statistics used for reports on behalf of the core team.
• Under the direction of the business manager, help collate information for presentations and other documents using appropriate word processing systems in an efficient, accurate and timely manner.
• Monitor compliance with agreed turnaround times for submission of data and escalate risks of missing deadlines to the Business Manager and Quality Director.

Finance and Procurement

• Under the direction of the Business Manager, process invoices and raise purchase orders via the internal finance system.
• Comply with Trust policies and processes within any financial and legal constraints.
• Monitor and track orders, ensuring all documentation is completed accurately and updated regularly.
• Collaborate with finance and procurement colleagues to investigate and resolve issues as required.
• Assist with ordering and goods receipting, ensuring compliance with Trust policy, specifically:
• Completing all financial documentation correctly.
• Including contract references on all correspondence.
• Ensuring invoices are processed and paid accurately and on time.
• Tracking orders and liaising with Procurement to resolve any issues.