Locality Administrator - Basildon, United Kingdom - Your World Healthcare

Your World Healthcare
Your World Healthcare
Verified Company
Basildon, United Kingdom

1 month ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Locality Administrator

Location:
Basildon


Job Type:
Temporary


Duration of booking:
This is expected to till March 2024


Proposed start date:

ASAP

Sector:
Healthcare


Base:
Hospital


Band: 3


Pay Rates:

£21,730 per annum


Working Days and Hours:
Monday to Friday 9am to 5pm, 37.5 hours a week


Job Summary

  • The Locality Administrator is responsible for providing administration support to the Service Delivery Management Team.
  • Provide effective administrative support, assisting in the allocation of staff to rosters and working with the leadership team to ensure optimal cover is provided to meet the Trust's objectives.
  • Communicate effectively with operational staff, support services and external agencies.

Keydutiesandresponsibilities:


  • Provide administrative support using Microsoft Office packages including Word and Excel. This includes establishing and maintaining office systems both paper and electronic to a high standard.
  • Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy as required by the Management Team including confidential letters and reports.
  • Draft routine and standard correspondence on behalf of the Management Team.
  • Prioritise own workload to ensure that work is completed within agreed timescales.
  • Populate and maintain locally the Global Rostering System.
  • In liaison with Sector Lead Planner and Sector Management, maintain resources/rosters ensuring optimum staff unit hours and vehicles against the demand analysis for each day of the week, in line with Trust Policies, Procedures and any other relevant guidance.
  • Arrange sickness absence review meetings, initiate RTIN (return to work) meeting and paperwork and produce notification of the requirement for informal and formal interviews to the Emergency Operational Management Teams.
  • Facilitate the planning of phased RTW programmes as dictated by the Emergency Operational Management Team.
  • Work with management to ensure that staff are planned to work in a way which reflects the Trusts Policies and Procedures and any other relevant guidance, examples include Working Hours policy, Annual Leave, Sickness absence and the Policies for the managementof Relief staff.
  • Continuously identify and monitor uncovered shifts and assign known spare capacity as a priority to available shifts, liaising with the Sector Lead Planner.
  • Arrange cover for vacant shifts using effective communication skills with operational staff which will include using a degree of persuasion and negotiation.
  • In liaison with Sector Lead Planner allocate overtime within identified limits and Trust Policies, Procedures, and any other relevant guidance, on a fair and equitable basis.
  • Deal with enquiries from a variety of sources, actioning those within delegated authority.
  • Following up as directed Management Team/line manager.
  • Responsible for daytoday administrative duties and any other relevant duties as requested including HR paperwork, adhoc reports and gathering information for complaints.
  • Arrange and prepare meetings on behalf of the Assistant General Manager, booking rooms, and refreshments as required.
  • Serve as a single point of contact for permanent, bank and agency staff queries relating to salaries and liaise with Payroll/Agency, seeking resolution and solution.
  • Liaison with the finance department and Procurement regarding orders/invoices/queries/sign off.
  • Monitor levels of stationery and other office supplies, requisitioning additional stocks as required.
  • Check the delivery of goods and services, identifying any issues and taking the appropriate action to remedy.
  • Act as secretary at formal meetings and hearings across the Trust: to take notes/minutes, prepare and distribute agenda's, notes/minutes, and any other relevant papers.
  • Provide administrative support using Microsoft Office packages including Word and Excel. This includes establishing and maintaining office systems both paper and electronic to a high standard.
  • Produce planned reports such as sickness absence monitoring information, annual leave analysis and control room sheets and other adhoc reports as required.
  • Support new administrators by consolidating previous training and providing mentorship.
  • Ensure that any issues that may affect service delivery are reported to a member of the Sector Business Unit management team and Operations centres
  • Pass on to the appropriate person constructive views and ideas on improving services for users and the public.
  • Responsible for adapting own practice as agreed with line manager.
  • Ensure that, within the sector: All filing, general, personal, and daily file correspondence is kept up to date Ensure operational (frontline staff) comply with the
  • European Working Time Directive
  • Coordinate the recall of staff to assist with major incidents as required
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