Senior Data Administrator - Musculoskeletal (MSK) Services

Administration Support the business unit in the delivery of services across the business unit and in developing standardised administration processes. Support the Clinical Leads and Managers in ensuring high quality customer service and key performance indicators are met. To provide regular reviews on the MSK services waiting list data. Identifying any trends, escalating any concerns; pro-actively assisting with the management of these lists and problem solve solutions. Attend and participate in relevant meetings e.g. with MSK Team, SPA, Local Administrators, EMIS team. Be responsible for raising and managing orders for the MSK service through NHS Supply Chain and SBS. Liaising with local clinical and administrative staff to co-ordinate these orders. Participate in the development and up-dating of standard operating procedures (SOPs) for all administrative processes. To plan, co-ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Clinical Manager/Operations Manager. Acting as the line manager of a designated group of administrators, monitoring delivery of the workflow, allocating and checking work to ensure an efficient and effective admin service is provided to all clinicians and clinical team managers in a timely manner. Allocating and re-allocating tasks on a daily basis as required as organisational priorities change. Contribute to the process of rota planning and flexible working within the team to ensure that work flow is managed between different tasks on all sites and that reception areas are covered at all times Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action. Provide data to inform the staffing plan to recruit & develop admin staff in line with changing business needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff. Provide the starters induction and leavers processes of MSK personnel; liaising with HR and IM&T as appropriate to ensure that all processes and resource logs are accurately maintained, with assets, resources and access to IT systems managed to information governance and other policy standards. Participate in the communication and information cascade to the MSK team and associated administrators within the business unit via team meetings and other communications methods. And to maintain good communications with clinicians and managers in relation to the administration and customer services provided by the team. Responsible for the formal supervision and performance management reviews of a delegated group of administrators from within the business unit, identifying training and skills development needs to feed the training plan, to ensure that individuals within the admin team have the knowledge and skills required to perform and deliver their specified job tasks. Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required. Providing advice and guidance as appropriate and alerting the Clinical Manager/ Operational Manager to any additional support or action required, to achieve the skills gain required. To prioritise and take responsibility for own work load recognise and support colleagues who need guidance and assistance. Responsible for the implementation and monitoring of annual leave and absence management processes, statutory and mandatory training attendance and other HR policies for the MSK team within the business unit. Maintain securely the personnel records of administrators and clinical personnel on behalf of clinical managers, in accordance with the confidentiality policy and data protection act. Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff purposes. To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate. Participate in the investigation of any internal or external complaints relating to the administration service in line with the SDH&C complaints policy. Estates, Procurement, Medical Devices and Business Continuity 1. Support the clinical manager/operations manager in their role as premises manager for the sites within the business unit; undertaking delegated tasks to manage the shared site and resources smoothly and efficiently. 2. Attend site user meetings and alert the Clinical Manager/Operations Manager to any accommodation relocation, exchange, new use requests and vacation of rooms that are reported in the course of the working role. 3. Ensure any non-clinical accident or incident involving admin personnel or a member of the public is reported in line with the SDH&C policy, completing documentation in the correct time frame. Alerting the Clinical / Operations Manager to any risks that need urgent attention. 4. Monitor the functioning of Patient management systems and communications technologies across the business unit and alert the Clinical/Operational Manager to any issues. 5. Work in partnership with the Procurement and Estates Senior Administrator to ensure that all purchasing and procurement is carried out in line with procurement policies and processes. Co-ordinating ordering on site to ensure minimum waste, best price and that the correct procedures have been adhered to. 6. Ensure that appropriate level of stationary, office supplies and clinical equipment and materials are available to meet administration and clinical team needs, and ensure that stocks are stored securely with effective stock monitoring is in place. 7. Undertake regular monitoring of all site equipment ensuring it is maintained in good working order, reporting issues to Estate and Facilities Services to arrange for appropriate maintenance and repair work to be carried out where necessary and once authorised. 8. Ensure that all estates repairs are reported to in line with the estates procedure, alerting the NHS Property Services to any new works required or repairs not being delivered in a timely manner. 9. Undertake regular monitoring of accommodation in accordance with health and safety regulations, alerting the Clinical /Operations Manager to issues identified. Act as first point of contact for health and safety issues including fire duties, security and first aid. 1. Assist in the co-ordination, completion and reporting of audits of site based equipment, estate and services received, to support contract monitoring and quality standards under CQC and other regulations. 1. Co-ordinate and monitor the ordering, delivery, collection and stock taking of Equipment Store daily leaving equipment peripheral store, if located within the business unit. 1. Undertake actions on Medical Devices Agency safety notices or hazard warning notices as requested by the Clinical Manager/Operations Manager, Governance team administrator, or clinical manager. 1. Undertake any delegated role and support others to fulfil responsibilities as local fire officers to co-ordinate evacuation procedures, first aid procedures and health and safety procedures. 1. Support the clinical managers in the development of clinical service business continuity plans and in the development of site specific business continuity plans. Participate in the programme of review and complete any actions allocated. 1. Be aware of the emergency planning and business continuity policies and plans, and comply with the prescribed actions detailed within in the event of an emergency/significant event. Please refer to the job description and person specification for more details.