Senior Clinical Administrator

Principal duties Planning & Time Management Co-ordinate and participate in meetings, booking rooms/venues, arranging hospitality etc. Participate in meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants. Assist in the completion and processing of study leave and annual leave applications. Maintaining HIT SHSC Health roster Administrating travel records claims and administration of staff mileage claims. Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff. Completion of relevant e-forms on behalf of Team. Be responsible for the upkeep of the personal files for staff within remit of the team. To contribute to developing protocols and ensuring robust policies and Standard Operational Procedures are in place which befit SHSCFT policies and procedures Assist the processes of user involvement which encourage patient feedback, collate, and analyse the results. Assist with records audit together with Team Lead within the SHSC time limits. Communication/Admin Support Dealing with highly confidential, potentially sensitive information Prepare documents for external and internal distribution where appropriate. Produce regular routine information and reports under the direction of the Management Team. Set up and maintain efficient electronic filing systems, to ensure prompt handling of correspondence and enquiries. Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system. Receive, screen, and make telephone calls. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken. Direct/re-direct outgoing paperwork and electronic mail. To liaise with internal/external agencies to resolve sensitive issues such as: Missing families who have left no forwarding address, children missing in education. Work with staff from the wider Trust where applicable. Management/Human Resources Managing key areas of responsibility within the Health Inclusion Team which will include the instruction/direction of other members of staff within these areas of responsibility, e.g., invoice processing. Provide workload management, supervision, and appraisal (PDR) of junior staff, including management of early-stage sickness/absence Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines. Information/data gathering for governance & performance purposes, for example maintaining and tracking compliance with mandatory training for the Directorate. Monitor and maintain Health Roster assess requests for leave. In the absence of senior staff ensure cover is provided during absences to maintain an efficient and effective service. To support team lead with the process of recruiting new staff. Develop and maintain Standard Operating Procedures and User Guides for the Team (particularly new starters). To develop training sessions for the applications supported by SystmOne service so that effective and accurate training is delivered to the requirements of staff. Finance & Resources Preparing invoices for payment and querying/investigating invoice problems. Ordering supplies and completing and monitoring requisitions etc. To be solely responsible for the Petty Cash float within the team in accordance with SHSC Petty Cash Policies & Procedures