Administrator Urgent Care

Job Summary

To work as an Administrator supporting the DHU Urgent Care. To support the delivery of safe and effective services across DHU Urgent Care. To assist in the efficient and effective provision of administrative support to the Operations and Clinical Teams, required to support the delivery of DHU Urgent Care contracts and services. To ensure compliance with standards in line with agreed policies and procedures; reporting all incidents, complaints, professional feedback and issues occurring. Any other duties requested by management.

Main Duties & Responsibilities

• To assist as required in the delivery of general administrative support duties such as (but not limited to): management of internal / external post; copying; laminating; filing and other administrative tasks which are requested via the Admin Pool.
• To manage the administration related to the external supply of goods (as required): sourcing suppliers; requesting quotes; establishing Suppliers; Purchase Order generation and management; processing invoices and associated queries.
• To hold administrative oversight for both annual leave and timesheets.
• To provide support in the administration of meetings (as required): scheduling; room booking; agenda & papers preparation / circulation; minute taking and action log administration.
• To support in the production of required monthly Board Reports within agreed templates, including simple data manipulation; the production of tables / graphs within Excel using provided data.
• To provide administrative support as required in relation to the tracking and compliance to Mandatory Training; and to support arrangement, room booking and attendance to other scheduled training events as required.
• To maintain oversight ensuring good organisation; location; labelling of all files stored on the relevant DHU Shared Drive.
• To manage the ordering, replenishment, and storage of Fosse House Stationary and Household Goods (tea/coffee/ cleaning materials etc). This should include periodic reviews of usage and cost, to ensure that efficient use of resources and spend is being delivered, and that recommendations for improvement or change are made.
• To support in the management of Smartcard & Rights Access requests and issues, including the resolution of basic smartcard issues (password resets / logging in issues etc); the assignment and or request of RA rights to a user's Smartcard; the assignment of new staff onto the LUCC S1 unit.
• To support in the administration of Systm One unit rotas (as required), including opening / closing of appointment slots; establishment of new appointment rotas.
• To ensure compliance with standards in line with agreed policies and procedures; reporting all incidents, complaints, professional feedback and issues occurring.
• Contribute towards the formulation of policies, standards and procedures for LLR as required.
• To actively participate in promoting and advancing DHU Health Care CIC.
• Any other duties requested by management.

Key Result Areas

• To work with a high degree of accuracy in relation to written materials produced.
• To deliver work to deadline, managing competing priorities and re-prioritising tasks as required.
• Where escalation is required this should be done in a timely fashion.
• To work with high degree of efficiency and organisation in relation to the areas of responsibility and active task.
• To demonstrate cost consciousness in relation to the areas of responsibility: e.g. Fosse House stationary; the sourcing of new suppliers etc.
• At all times ensure own work practices, conduct, behaviour and attitudes provide an example of professionalism for all staff.
• Be a role model for DHU values.
• At all times ensure that your own actions support and promote equality, diversity and the rights of patients, the public and colleagues within the service.
• Ensure effective management of risk within sphere of responsibility in accordance with DHU Risk Strategy, ensuring compliance with Health & Safety legislation and Clinical Governance Policies and Guidelines.

General Terms and Conditions

• All employees are subject to the requirements of the Health and Safety at Work Act.
• The post holder is required to ensure, as an employee, that his/her work methods do not endanger other people or themselves.
• All employees are subject to the requirements of the GDPR, and must maintain strict confidentiality in respect of patients and staff records.
• All employees must comply with the Equality and Diversity Policy and must not discriminate on the grounds of race, colour, nationality, ethnic or national grounds, sex, marital status, disability or any other grounds which cannot be shown to be justifiable.
• Adhere to all procedures, protocols and other relevant memorandum as appropriate.
• Attend training and meetings as and when required to do so by Management.
• Notify the appropriate line Manager immediately of any circumstances, which may affect the provision of a high quality service.
• The job description may be reviewed in the light of changed service needs and developments. Any changes will be fully discussed with the post-holder.

Equipment

DHU will provide all necessary apparatus and ensure appropriate training is conducted to enable a safe, efficient and high standard of work.

Any special conditions

Flexibility in duties.

Values, behaviours and principles

We are always:

• Compassionate – we show kindness, consideration and understanding in everything we do – and demonstrate our caring nature to our patient, people and communities.
• Accomplished – we are available day and night – a response, adaptable, professional NHS partner, providing the best advice, care and treatment for every individual.
• Respectful – we recognise the value that individual and team difference bring – welcoming views, listening, being honest, and learning from others’ experiences.
• Encouraging – we believe everyone matters, so we inspire confidence in other – promoting ‘speaking up’, fostering career-long learning and development, and supporting improvement ideas.