Administration Team Lead

1.   To provide clerical support services to the Haringey Locality Therapies Team and the wider Locality District Nursing Teams (as and when necessary) & to work as a member of the Multi-disciplinary Team, participating in team meetings as required.

2.   To provide day to day management of the administrative workload by prioritising effectively and supporting the A&C staff to work optimally so that appropriate levels of workload can be delegated effectively.

3.   To be responsible for the day to day line management of a team admin staff within the service.

4.   To communicate with external agencies where appropriate on behalf of the team

5.   To provide a reception service at designated times and act as first point of contact for telephone calls for the team.  To meet and greet all visitors to the centre in a welcoming, courteous and efficient manner.

6.   To provide secretarial support to team members as appropriate to the efficient running of the service

Please see the Job Description and the Persons Specification for further details about the job role. If you are unable to access the PDF, the details of the job description can also be found in the 'Detailed Job Description and Main responsibilities' section.

MAIN DUTIES

1. To assist members of the team by taking, documenting and relaying telephone messages, confidentially to the appropriate person.  To redirect telephone calls to the appropriate service when necessary.

2.   To deal with all other enquiries from staff, clients, carers and visitors to the centre in a welcoming, courteous, efficient and sensitive manner, whilst displaying a positive approach at all times

3.   To type letters and reports for team member requiring secretarial support.

4.   To mentor and supervise on a day-to-day basis, the Band 3 Admin staff ensuring adherence to trust policy, and to accurately report any areas of concern to the Team Leader.

5.   To be actively involved in the induction and appraisal process of the Admin

6.   To be responsible for the daily prioritisation of workload and report accurately to the Team Leader any concerns regarding management of the workload

7.   To arrange and document off site appointments for clients and confirm details

8.   To arrange and confirm transport and interpreters as directed by a qualified member of the MDT

9.   To arrange appointments for clients requiring a mobility assessment for a Blue Badge, Freedom Pass or Taxi Card and effectively field any queries from these clients where possible.

10.  To undertake photocopying, circulation and distribution of documents, processing of incoming and outgoing post and general clerical duties as required

11.  To provide a meeting and greeting service for the team as necessary.

12.  To assist in the organisation and recording of routine statistical information relating to client information using Excel.

13.  To maintain an up-to-date and accurate list of clients being seen by the team.  This will include accurate new referrals, review dates and discharges

14.  To have responsibility to ensure that stationery and equipment stocks are ordered appropriately and maintained for the team.

15.  To ensure that confidentiality is maintained with regard to the business of the Haringey Community Therapy Services.

16.  To actively participate in staff appraisal system

17.  To create client records once accepted by the team

18.  To ensure reports etc. are filed accurately in patients records on a daily basis.

19.  To ensure MDT records are maintained according to record keeping policy including the archiving of notes according to Trust policy.

20.  To enter client data onto the computerised data base system accurately to activate a new episode of care or input information from an assessment

21.  To use the computerised data base system, e-mail and other IT systems

22.  To participate in maintaining an up to date display of health promotion literature as directed, and to ensure that all communication/notice boards are maintained to a high standard with current, relevant and valid information, word processed and laminated, placed on appropriate boards.

23.  To attend, participate and accurately minute team meetings.

24.  To report all accidents and incidents promptly to the Team Leader completing relevant documentation before leaving for that day

25.  To participate in in-service training, statutory training and education to meet the needs of the service and undertake training appropriate to the post.

26.  To participate in Clinical Governance developments for the team and actively contribute to the team action plan. This includes participation in team audit as appropriate.

27.  To undertake any other duties as commensurate with the grade as designated by the Team Leader and to provide ad hoc support to the wider Locality in both Haringey and  Islington in other sites and District Nurse teams as and when required

28.  To be competent in District Nursing systems and procedures to provide support when necessary

29.  To analyse team data where appropriate and report findings to the team lead.

30.  To be responsible for organising the Admin duty rota to ensure all functions of the team are covered on a daily basis