JOB DESCRIPTION

Job Title:PIE Administrator

Hours:5 hours per week

Contract:Fixed Term of up to 10 months

Salary: £9.00 per hour

Location:Main Location – Harrow Health CIC Head Office, but may be required at any time to work at different sites normally within the location of Harrow

Responsible to:Education Director

Accountable to:Operations Manager

Harrow Health CIC

Harrow Health CIC began in 2007 by a group of Harrow GPs, whose sole aim was to ensure patients receive a high quality clinical care service within the community. Over the years, HHCIC has expanded. We now provide a large number of clinical services, which include East Harrow Walk in Centre, Community Services, and our Whole Systems Integrated Care Services.

Our Vision:

To provide high quality patient care, enhancing patient experience by providing excellent clinical effectiveness in a safe environment. Working in partnership to provide gold standard services and develop a sustainable future for the local health community.

Job Summary:

The PIE Administrator will lead in the provision of comprehensive, professional and an effective administrative service to the PIE project.You will be a good team player with an eye for process and detail and will help the clinicians deliver the project aims.

The post sits within the admin team by fulfilling the role of administrator to the education director. This will include daily diary management, setting up meetings, note taking, updating and setting up systems for administration, records; on-going database management and daily email management the post holder will be required to work independently using their initiative, and applying a high degree of confidentiality to all of their work and organising events

The project is supported by an educational award from Health Education North-West London (HENWL) and is a Partnerships in Innovative Education (PIE) project. The project remit is:

Devising a common multi agency curriculum around Frailty and admissions avoidance in a care homes setting

Main Responsibilities

  • Responsibility for ensuring all correspondence is accurately and appropriately presented.
  • Maintain/manage diaries
  • E-mail management
  • To be highly skilled and experienced in the full range of administrative work practices and software programmes.
  • To use proficient internet skills to access, search and retrieve data.
  • To use appropriate software and equipment on a daily basis to create a variety of documents and reports to meet the diverse needs of the PIE Project team
  • Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
  • To transcribe formal minutes of meetings and distribute and store/file as necessary.
  • To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
  • Responsible for a number of data bases and filing systems
  • To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
  • To update skills as necessary and attend mandatory training
  • To Communicate effectively with the Education Director and his/her teams
  • To relay confidential, sensitive information to colleagues and outside organisations, in person or on the telephone.
  • To be experienced with a range of communication methods including telephone, fax, e-mail and scanner, Telephone conferencing
  • To use a range of communication skills to develop effective relationships with managers, teams and colleagues.
  • To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
  • To manage deadlines with unpredictable work patterns
  • To report and ensure equipment and environment faults are dealt with by relevant persons
  • To arrange/ set up meetings and events, send out invitation letters, book room, arrange catering, compile agendas, assist with producing handouts and booklets, ensure evaluations are produced and completed, and take formal minutesas required
  • Ensuring all messages are relayed as quickly as possible
  • Manage maintain diaries and emails for education director and PIE Project team
  • Using Organisations business intelligence systems to produce reports, including assisting in report completion for HENWL and producing written evaluation
  • Producing spreadsheets and graphs using Excel.
  • To undertake surveys/audits of own work and other areas as necessary
  • Assisting accounts with tracking of invoices
  • Tracking and enabling project progress and inputting into an online educational resource

Additional Information:

Appraisal

HHCIC operates a system of individual performance review/appraisal for the purpose of agreeing performance objectives and discussing development needs in line with requirements of service need in the operational plan.

Clinical Governance

To have responsibility for a commitment to maintaining a high quality service to patients by continual development of Service in the light of research evidence and by audit, based against clinical relevant standards.

Code of Conduct for Professional Group

All members of staff are required to work in accordance with their professional group’s code of conduct (e.g. NMC, GMC, HPC).

This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.

Conflict of Interests

You may not without the consent of HHCIC engage in any outside employment. You must declare to your manager all private interests, which could potentially result in personal gain as a consequence of

your employment position in HHCIC. Interests that might appear to be in conflict should also be declared.

DBS

It is a requirement of this position that a Criminal Records Bureau disclosure at the enhanced level is undertaken.

Confidentiality

The post holder is required not to disclose such information, particularly that relating to patients and staff. All employees are subject to the Data Protection Act 1998 and must not only maintain strict confidentiality in respect of patient and staff records, but the accuracy and integrity of the information contained within. The post holder must not at any time use personal data held by HHCIC for any unauthorised purpose or disclosure such as data to a third party. You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of HHCIC, unless expressly authorised to do so by HHCIC. Further guidance on confidentiality is contained within HHCIC Information Security Management System (ISMS).

Data Protection

The post holder must at all times respect the confidentiality of information in line with the requirements of the Data Protection Act. This includes, if required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold data only for the specified registered purposes and to use or disclose data only to authorized persons or organisations as instructed. By signing the job description, you are agreeing to adhere to the NHS code of conduct

Education and Training

Personal continuing professional development is encouraged and an annual appraisal system is in place to discuss personal development and ongoing training/objectives.

Equal Opportunities

The post holder is required at all times to carry out responsibilities with due regard to HHCIC Equal Opportunities Policy and to ensure that staff receive equal treatment throughout their employment with HHCIC

Smoking

Smoking is not allowed on any part of HHCIC premises.

Health and Safety

As an employee of HHCIC, the employee has a duty under the Health and Safety at Work Act 1974, to:

•Take reasonable care of the health and safety of themselves and all other persons who may be affected by their acts or omissions at work.

•Co-operate with their employer to ensure compliance with Health and Safety legislation and the Health and Safety policies and procedures of the treatment centre, not intentionally or recklessly interfere with, or misuse, anything provided in the interests of health, safety, or welfare, in pursuance of any of the relevant statutory provisions.

Risk Management

All members of staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken.

This list of duties and responsibilities is by not exhaustive and the post holder may be required to undertake other relevant and appropriate duties as reasonably required.

This job description is subject to regular review and appropriate modification.

I confirm I have read and understand this Job Description

Name of Employee:
Signature:
Date:

Version 2 Jan 17