Operational Service Administrative Assistant: SMASH | Mid Cheshire Hospitals NHS Foundation Trust

Operational Service Administrative Assistant: SMASH | Mid Cheshire Hospitals NHS Foundation Trust

The post holder will provide comprehensive, quality, confidential administrative support to the SMASH (Sandbach, Middlewich, Alsager, Scholar Green , Haslington) Care Community Team employed by the Trust.

The Operational Service Assistant will be expected to organise their own workload and co-ordinate their activities in conjunction with, and supervised by the Care Community Co-ordinator, to ensure that an efficient service is provided.

The post holder will be capable of the full administrative function within the team, and be able to step in to fill gaps, to ensure continuity of services.

It is essential that the post holder is able to exercise initiative suitable to the role, and is fully supportive of other colleagues within the team.

The Operational Service Assistant will provide comprehensive, quality, confidential administrative support to the Care Community Teams which provide the urgent community response.

Duties include managing calls, referrals and supporting the clinical staff. They will be expected to organise their own workload, ensuring that an efficient service is provided to the population of the CCICP Care Communities.

It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive of other colleagues within the team.

Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond.

The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008.

We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.

The Trust is also part of Central Cheshire Integrated Care Partnership (CCICP), a unique local health partnership that provides a range of community services for people across South Cheshire and Vale Royal.

During the Coronavirus pandemic, the Trust was recognised nationally for its ‘Be Safe Be EquiPPEd’ campaign, which aimed to make the Trust as safe as possible for staff and patients, through supporting the correct use of PPE. The results in the 2020 national NHS Staff Survey showed improvements in all elements of the safety culture theme, with 92% of respondents feeling their role made a difference to our patients. We were also recognised nationally for our workforce health and wellbeing initiatives.

At Mid Cheshire, we value our staff and appreciate that in order to give our patients the best quality, compassionate care, we also need to look after our colleagues.

SERVICE DELIVERY

• To provide comprehensive administrative support to the Care Community Team and associated Specialist services including managing calls, referrals, and supporting the clinical staff to respond to the health needs of the population of the Care Community.
• To support the Care Community Co-ordinator to liaise with a range of internal and external services and teams regarding appointments and multi-disciplinary meetings.
• Exercise own judgement based on acquired knowledge and experience, as to when to deal with queries personally, and when to involve other team members in the Care Community Team and with what degree of urgency.
• Build and maintain constructive relationships with others, within the department and externally in order to improve the effectiveness and efficiency of services to patients and support signposting where appropriate of queries and referrals.
• Be conversant with all required electronic systems for correspondence, including specialist computer systems, and be able to obtain information from the Intranet/Internet, if requested to do so.
• Provide information to parents/carers where appropriate, according to agreed Guidelines, where appropriate
• Support Care Community Team with audits, reports and other activity measurement as necessary, including managing databases, obtaining information, and in the presentation of the results.
• To carry out other responsibilities / duties at the request of the senior / Line Manager, according to the job holder’s competency to do so.

GOVERNANCE

• To establish and maintain effective communication, maintaining confidentiality of information in accordance with Mid Cheshire Hospitals NHS Foundation Trust’s Policy in Respect of Confidentiality.
• To support the development and maintenance of systems and processes to continually monitor standards and to assist in the implementation of action plans to improve quality of service.
• To contribute to the effective management of risk to ensure that lessons are learnt from issues arising from risk reports/complaints, etc.
• To ensure compliance with Trust policies, procedures, and guidelines, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.

MANAGERIAL/LEADERSHIP

• Act as a role model by demonstrating expertise, and by maintaining credibility within the department, and with external agencies, to ensure a positive image of the Trust is maintained.
• Assist with the implementation of local induction programmes for new members of the team.
• Support the department in the effective use of resources, eg, equipment, supplies and materials.
• Maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns to senior management team.

EDUCATION/LEARNING

• To take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in appraisal, supervision, action learning, and by maintaining a portfolio of learning.
• Assist in the maintenance of systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated, and shared in order to improve services.

This job description is an outline of the role and function. It is not intended to describe all specific tasks.

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