Operational Support Administrator (Acute Services)

• Undertake routine checks of service and activity information, identifying inaccuracies, missing information or discrepancies and escalating these for review where appropriate.
• Prepare routine operational, workforce and service reports using information held within relevant systems.
• Maintain patient and operational records in accordance with agreed procedures, including relevant administrative processes relating to Special Patient Notes and other patient records.
• Process and communicate agreed service information and appointments in accordance with established procedures.
• Handle personal, patient, workforce and organisational information appropriately and in accordance with NEMS information governance and data protection requirements.

• Provide responsive administrative support to colleagues across Acute Services to support the effective day-to-day running of services.
• Support administrative requirements associated with reception and front-line services where required, working collaboratively with operational and reception colleagues.
• Coordinate routine administrative processes such as uniform ordering and distribution and other agreed service requirements.
• Maintain agreed documentation and records that support service governance, audit and regulatory requirements.
• Coordinate the distribution of operational communications, including relevant patient safety or service information, as directed by the appropriate manager.
• Provide administrative support for the review and maintenance of operational policies, procedures and local working documents.
• Identify opportunities to improve administrative processes and raise suggestions with the appropriate manager.
• Develop and maintain knowledge of agreed administrative processes undertaken by the wider Operational Support Team to provide reasonable cross-cover during periods of absence or increased service demand.

• Work within NEMS policies, procedures and agreed ways of working.
• Maintain appropriate standards of confidentiality and information governance.
• Treat patients, colleagues and others with dignity, courtesy and respect.
• Support NEMS' commitment to equality, diversity and inclusion.
• Comply with relevant health and safety requirements and take reasonable care for their own safety and that of others.
• Undertake reasonable duties consistent with the nature and level of the role.

Essential

• Demonstrates a professional, respectful and appropriate approach when dealing with patients, colleagues and partner organisations.
• Understands the importance of confidentiality, accuracy and appropriate handling of sensitive information.
• Takes responsibility for completing agreed work and seeks advice or escalates matters when appropriate.
• Demonstrates a willingness to learn and adapt to changes in systems, processes and service requirements.
• Demonstrates behaviours consistent with NEMS' organisational values and commitment to equality, diversity and inclusion.
• Able to work across NEMS sites where reasonably required by the role.
• Recognises that improved patient care is at the heart of all decision making.

Essential

• Demonstrable previous experience working in an administrative or office-based role.
• Experience of undertaking a range of administrative activities, such as maintaining records, coordinating meetings or schedules, preparing documents and responding to queries.
• Experience of using electronic systems to enter, maintain and retrieve information.
• Experience of using Microsoft Office applications, including Outlook, Word and Excel.
• Experience of handling confidential or sensitive information appropriately.
• Experience of managing a varied administrative workload and completing work to required timescales.

Desirable

• Administrative experience within healthcare, the NHS or another regulated or service-delivery environment.
• Experience of staff rota administration or workforce scheduling.
• Experience of producing routine reports or management information.
• Experience of using healthcare information systems and/or RotaMaster.

Essential

• Able to produce clear and accurate written work and maintain accurate electronic and paper records.
• Able to organise and prioritise a varied administrative workload.
• Able to communicate clearly and professionally with colleagues, patients and external contacts.
• Competent in the use of standard office IT applications and able to learn new electronic systems.
• Able to check information for accuracy and identify errors, discrepancies or missing information.
• Able to recognise when a matter requires referral or escalation to a manager.