Operational Support Administrator (Acute Services)

Job Summary The Operational Support Administrator will provide high-quality administrative and coordination support to the Acute Services Management Team, with a primary focus on the Urgent Treatment Centre at QMC and PC24 at King's Mill Hospital. The role will support the effective day-to-day administration of Acute Services by maintaining accurate records and systems, supporting workforce and rota administration, coordinating meetings and onboarding activity, and producing routine operational information. Working closely with operational managers, clinical colleagues and corporate teams, the postholder will help ensure that administrative processes are completed accurately and within agreed timescales, identifying and escalating issues to the appropriate manager where required. The postholder will also develop sufficient knowledge of agreed administrative processes across the wider Operational Support Team to provide reasonable cross-cover and support service resilience when required. Key Relationships Operational Management Team Clinical Workforce Operational Workforce Corporate Teams Wider NEMS Management Team Integrated Care System Partners Main Duties of the Job 1. Operational Administration and Service Support Provide comprehensive administrative and coordination support to the Acute Services Management Team and, where required, the wider Operations leadership team. Coordinate meetings, including arranging dates and venues, preparing and distributing papers, taking accurate minutes and maintaining action logs. Maintain accurate operational records, documents, schedules and other service information in accordance with agreed processes. Coordinate routine operational communications and ensure relevant information is shared with colleagues and partner organisations as required. Respond to routine administrative and operational queries, resolving these where appropriate and referring or escalating matters requiring management input. Provide administrative support for agreed service activities, audits and projects. 2. Workforce and Rota Administrative Support Maintain and update clinical and non-clinical staff rotas using Rotamaster and other relevant systems, based on information and requirements provided by operational managers. Maintain accurate workforce records and information, identifying gaps, discrepancies or outstanding information and escalating these appropriately. Provide administrative support for annual leave, study leave, Protected Learning Time and other routine workforce processes. Produce routine workforce information and reports to support managers in monitoring staffing and service requirements. Provide administrative support for recruitment and selection activity, including arranging interviews and preparing relevant documentation where required. Coordinate agreed elements of the new starter and local induction process, including IT and system access, equipment and relevant documentation. 3. Information, Records and Reporting Maintain appointment schedules and agreed operational information within Adastra and other relevant service systems. Undertake routine checks of service and activity information, identifying inaccuracies, missing information or discrepancies and escalating these for review where appropriate. Prepare routine operational, workforce and service reports using information held within relevant systems. Maintain patient and operational records in accordance with agreed procedures, including relevant administrative processes relating to Special Patient Notes and other patient records. Process and communicate agreed service information and appointments in accordance with established procedures. Handle personal, patient, workforce and organisational information appropriately and in accordance with NEMS information governance and data protection requirements. 4. Team and Service Support Provide responsive administrative support to colleagues across Acute Services to support the effective day-to-day running of services. Support administrative requirements associated with reception and front-line services where required, working collaboratively with operational and reception colleagues. Coordinate routine administrative processes such as uniform ordering and distribution and other agreed service requirements. Maintain agreed documentation and records that support service governance, audit and regulatory requirements. Coordinate the distribution of operational communications, including relevant patient safety or service information, as directed by the appropriate manager. Provide administrative support for the review and maintenance of operational policies, procedures and local working documents. Identify opportunities to improve administrative processes and raise suggestions with the appropriate manager. Develop and maintain knowledge of agreed administrative processes undertaken by the wider Operational Support Team to provide reasonable cross-cover during periods of absence or increased service demand.

General Responsibilities The postholder will

Work within NEMS policies, procedures and agreed ways of working. Maintain appropriate standards of confidentiality and information governance. Treat patients, colleagues and others with dignity, courtesy and respect. Support NEMS' commitment to equality, diversity and inclusion. Comply with relevant health and safety requirements and take reasonable care for their own safety and that of others. Undertake reasonable duties consistent with the nature and level of the role. This job description provides an outline of the principal responsibilities of the post and may be reviewed in consultation with the postholder to reflect reasonable changes in service requirements.

STANDARD ROLE DIMENSIONS

Qualifying factors Flexibility This role profile is intended to provide a broad outline of the main responsibilities only. The post holder will need to be flexible in developing the role and in initial and on-going discussions with the Clinical Lead. Confidentiality Under the Data Protection Act 1998, the post holder must maintain the confidentiality of information about all stakeholders. The work is of a confidential nature and information gained must not be communicated to other persons except in the recognized course of duty. Unauthorised disclosure of confidential information will result in disciplinary action and may lead to your dismissal. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to all stakeholders and organisations. All such information from any source is to be regarded as strictly confidential. Information relating to stakeholders may only be divulged to authorised persons in accordance with NEMS CBS policies and procedures relating to confidentiality and the protection of personal and sensitive data. Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with NEMS CBS procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of stakeholders. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights. Health & Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) to ensure that the agreed procedures are carried out to maintain a safe environment for patients, visitors and staff. Environment The post holder will support the impact on the environment and be vigilant and pro-active in ensuring they adhere to the management strategy i.e., recycling, waste management, use of vehicles etc. Rehabilitation of Offenders Act This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.