Principle Duties and Responsibilities

Job Description and Person Specification

Job Title: Administrator

Project: The Pavilion (in-patient detox)

Hours: 37.5 hours

Salary: £16,633 - £17,179 dependent upon experience

Responsible to: Admissions Coordinator

Accountable to: Clinical Manager

To provide comprehensive secretarial and administrative support to clinical staff and maintain an overview of the administrative function and workflow within the team. Job Summary: To consistently deliver a client focused service, which promotes good customer service and effective working relationships.

In undertaking this role, the employee will be expected to behave at all times in a way that is consistent with and actively supports the organisations values: Underlying Values: “ from dependence to freedom - Delphi Medical are Accountable, Accessible, Patient-Centred and Sustainable. We value Loyalty and Integrity.

of 8 Registered in England: 06944767 & 06014150 Principle Duties and Responsibilities

1. To provide effective administrative support including diary management, phone calls and typing correspondence producing documents to a good standard, using The Pavilion templates, in line with Delphi Medical guidelines. 2. To arrange, prepare the agenda for and take minutes of team meetings, and other meetings as directed. To attend weekly meeting, and following meeting to action booking of appointments or sending of correspondence. 3. In conjunction with the Clinical Manager organise and coordinate staff training. 4. To ensure that personal performance is such that it supports a high standard of achievement and effectiveness throughout the teams. 5. To be the administrator for the Clinical Team ensuring that referrals are logged and discharges are completed in a timely manner. 6. Booking of assessment appointments via Assessment & Treatment calendar. 7. To assist Clinical Manager with maintaining sickness/absence leave for the team. 8. To provide/obtain reports and data as required. 9. To operate and update computerised database systems including any bespoke systems local to the team. 10.In conjunction with the Assessment Workers, operate and update any waiting lists contained within the team. 11.To maintain comprehensive paper and electronic filing systems. 12.To work collaboratively with colleagues, and other services, to maintain operational efficiency. 13.To organise any additional resources required for appointments or meeting, i.e. interpreters or patient transport. 14.To maintain the integrity of secure filing and archiving systems of service user and service information. 15.In conjunction with the Clinical Manager set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associated individuals, including accessibility of policies/procedures/information, safe and secure storage of patient records, effective filing systems, communications systems and referral systems. 16.To maintain an overview of the administration function and workflow within the Clinical Team. 17.To take responsibility for the effective use of office supplies. 18.To support the production of leaflets and brochures. 19.To support team recruitment and HR processes. 20.To ensure the smooth running of the team by dealing with general enquiries, greeting visitors and maintaining shared resources. 21.To manage petty cash floats and any other financial procedures in line with Delphi Medical’s systems. 22. Ensure good working relationships are established and maintained within the prison, and externally with other service providers and commissioners and other interested parties.

of 8 Registered in England: 06944767 & 06014150 23.Proactively promote health and wellbeing using relevant resources available i.e. notice boards. to provide service users with support and encouragement including the dissemination of harm reduction literature. 24.To maintain service user confidentiality. 25.Ensure adequate administrative support is in place to maintain all records and documentation to meet all audit requirements. 26.Ensure all documentation completed when necessary and in a timely and accurate manner. 27.Work as a member of the team. 28.Order stock and non-stock items as required. 29.To act as a resource on IT matters, as appropriate. 30.To participate in Delphi Medical’s supervision and appraisal system. 31.To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate. 32.To work flexibly, supporting service delivery across the team. 33.To receive, sort, distribute and dispatch mail.

There may also be a requirement to undertake other similar duties as part of this post in order to provide a quality service. These will be consistent with the level of responsibilities outlined above.

This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder.

of 8 Registered in England: 06944767 & 06014150 Generic Responsibilities

Confidentiality Patient and/or staff information is confidential. It is a condition of employment that you will not use or disclose any confidential information obtained in accordance with the Data Protection Act 1998.

Code of Conduct All staff are expected to adhere to all Delphi policies and procedures that establish standards of good practice and follow any codes of conduct relevant to their own profession.

Privacy and Dignity Staff should respect patients/relatives diversity, cultural needs and privacy. In addition, staff should be compassionate rather than just delivering technical care and treatment. All staff are expected to be knowledgeable about and comply with the Dignity and Respect at Work policy.

Infection Prevention and Control Infection control is everyone’s responsibility. All staff, both clinical and non clinical, are required to make every effort to maintain high standards of infection control and specifically are required to:  Attend mandatory infection control training provided for them  Wash their hands or use alcohol gel on entry and exit from all clinical areas and between patient contact  Challenge non compliance when observed to protect patients or report any non compliance to their line manager  Promote patient safety and act as a role model for other staff.

In respect of Infection prevention and control, staff need to be familiar with and adhere to the following policies;  Infection Prevention and Control  Uniform and Work Wear including “ bare below elbows” guidance  Sickness and Absence.

This is not an exhaustive list and staff need to note that policies and procedures are updated and added to continuously. All staff have a responsibility to familiarise themselves and adhere to all policies.

Safeguarding Vulnerable Adults and Children All staff have a duty to safeguard and promote the welfare of patients, their families and carers. This includes practitioners who do not have a specific role in relation to safeguarding children or adults, you have a duty to ensure you are:-  Familiar with safeguarding policies  Attend the appropriate training for safeguarding  Know who to contact if you have concerns about an adult or child’s welfare.

of 8 Registered in England: 06944767 & 06014150 Additional help and advice is available from the designated safeguarding leads; Designated Paediatrician for Safeguarding Children, Named Lead Nurse for Safeguarding Children; Designated Lead Doctor for Safeguarding Adults; Named Lead Nurse for Safeguarding Adults; and the Named Midwife for Vulnerable Women.

Smoking Delphi has a Smoke Free policy. All Health Service premises are considered No Smoking Zones, other than designated smoking areas.

Health and Safety Delphi has a duty of care to employees and will ensure that, as far as is reasonably practicable, adequate training, facilities and arrangements for risk avoidance are in place. All employees are required to comply with relevant Health and Safety legislation and the organisation’s policies relating to Health & Safety and Risk Management.

of 8 Registered in England: 06944767 & 06014150 Person Specification

Job Title: Administrator

Competence Essential Desirable Assessment

Work Experience Significant experience of a range of admin procedures

Experience of office and resource management.

Experience of producing documents to a high standard of presentation with good accuracy.

Experience of maintaining office systems

Experience of maintaining detailed database and spreadsheet information.

Experience of generating own correspondence

Experience of working as part of a team.

Qualifications NVQ 3 or evidence of equivalent practical experience

Good standard of secondary education; GCSE at Grade C or above.

of 8 Registered in England: 06944767 & 06014150 Skills/Abilities Communication/Relationship skills:

Ability to deal sensitively with staff and patients in person and on the telephone. Ability to communicate effectively and to promote a positive impression of the service.

Excellent communication and interpersonal skills, ability to create and maintain effective working relationships.

Analytical & Judgement skills:

Awareness of the importance of confidentiality – ability to work within appropriate boundaries.

Ability to use good judgemental skills when dealing with service users/carers enquiries and problems.

Planning & Organisational skills:

Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates.

Planning, organising and facilitating meetings and minute taking.

Ability to work on own initiative and prioritise own

of 8 Registered in England: 06944767 & 06014150 workload.

Ability to work to tight deadlines and deal with conflicting demands.

Ability to learn and utilise new IT systems

Ability to work under pressure and take responsibility

Flexible approach – willing to work as part of a team and assist colleagues.

Personal Attributes Demonstrate support for the values and beliefs of Delphi Medical

Commitment to providing a quality service within a team

Punctual and flexible across hours of work when required.

of 8 Registered in England: 06944767 & 06014150