Job Description
Job Overview
- To undertake general office administration duties within the Infection Prevention and Control Team
- To carry out administration activities
- To be a reliable and helpful team member, communication well across the team.
- The post holder will use their excellent communication skills to liaise with both internal and external stake holders
- Work independently and flexibly to co-ordinate and respond to queries within specific timescales prioritising own workload to meet demand
- Attend meetings, events and visits to clinical areas, providing summary reports and action plans, with timescales and follow up for reviews and updates
- Format agendas, write up meeting notes, take minutes and write up action logs.
- Meetings are often multidisciplinary and can include both internal and external stakeholders which include the IPCC Group, Water safety, Outbreak Management, internal IPC projects
- Maintain spreadsheets and logs including Policy Reviews, Environmental Audits and Training Packages
- Extract and collate data from Trust software systems, collate and analyse data to create reports on performance and assurance which are used in reports to the Trust board
- Support the Head of IPC in developing project plans and option appraisals, liaising with company representatives to support the improvement of best practice within the trust
- Have an input and oversight into various projects and meetings within the trust and provide administrative support
- Provide data input support to support survey collation and results reporting
- Maintain and generate reports using Trust Systems to analyse and collate data to provide IPC reports for the Trust
- To ensure effective communications with the team to ensure they are kept up to date with team developments and the process toward objectives.
- To maintain effective communications and good working relationships within the team and liaise effectively with staff of all grades and disciplines within the Trust.
- To liaise effectively with NHS staff at other Trusts and NHS bodies and external agencies.
- Strong communicator with excellent writing skills, data entry and formatting presentations. Capable of constructing and delivering clear information.
- To use a variety of verbal and non-verbal communication skills to ensure effective communication at all levels.
- Prepare correspondence, reports and emails, progressing resulting actions as required.
- Produce letters, reports and other documentation using Microsoft Word, Excel, Email and ensure documentation is presented appropriately and accurately.
- Responsible for organizing multi-disciplinary meetings and the production of action logs and meeting notes as required.
- Establish and maintain constructive relationships with a broad range of internal and external colleagues/stakeholders across all levels.
- Work within a team and show willingness to listen to others and actively promote the use of collaborative working, displaying sensitivity to the needs of others.
- To work flexibly across all areas of the team, providing appropriate support and assistance where and when business needs require additional resources.
Contact Details:
- Amanda Hemsley, Head of Infection Prevention and Control - amanda.hemsley1@nhs.net - 07827955550
Job Description Summary (Main duties and responsibilities)
- To demonstrate the Trust’s values in everything you do in the work environment.
- To be responsible in the use and expenditure of the Trust’s resources that you utilise
3. Delivery of Effective Healthcare within the organisation
- Assist the IPC team to arrange meetings, conferences, events, including booking venues, booking travel, the preparation and distribution of papers and other admin related tasks.
- Assist in the tasks and duties of other staff within the team during periods of staff leave/ absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
- To provide secretarial and administrative services to LPT Infection prevention and control team.
- Support the management of the Teams diaries.
- Planning complex meetings for large numbers of multi-agency staff, create notes and minutes to support the governance and assurance processes within the trust.
- Make changes to meetings, invites and create agenda’s at short notice and create summary notes for high level director communications.
- Establishing Effective Leadership and Communication
- Communicate with internal and external colleagues and help resolve issues where possible.
- Handle complex and sensitive information relating to both staff, patients and performance data of the Trust
- To be proactive and able to work on own initiative demonstrating flexibility with prioritisation of word load to meet demand. To work with the team and be able to demonstrate a commitment to various tasks.
- To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, handling incoming and outgoing post etc.
5.Continuing Education, Professional and Personal Development
- Undertake the Trust’s corporate and local induction, and maintain your learning and compliance with training requirements for your role
- Participate in supervision via agreed review and appraisal mechanisms
- It is mandatory for all professionally qualified staff and clinical support staff to actively participate in clinical supervision as an integral part of their professional development.
- In depth knowledge of Microsoft Office applications including Word, Excel, Powerpoint, AMaT and Outlook.
6. Clinical Governance, Reduction of Risk, Audit and Research
- Record data for outbreak management information and distribution of LLR wide outbreak / increased incident alerts. Generate ad hoc reports as required.
- Create reports with tight turnaround times using AMaT, database and spreadsheet packages.
- Produce accurate letters, meeting notes, meeting minutes and reports
- Keep a full and accurate record of quality assurance review information provided by service including tracking its source and compilation of reports.
- Accurate typing of all paperwork, this will include charts, tables and presentations
7.Management and use of Resources and Information
- All records that the role is responsible for or modifies must be kept up to date and maintained in an accurate and diligent manner
- Maintain, implement and constantly improve the filing systems, including archiving “old files”.
- Create IPC resources for both internal and external distribution. Support the IPC team to maintain the IPC area on the Trust’s Intranet site, and advise of areas requiring updates and review uploading files and editing Web based pages creating realtime information ,.
- Support the Creation and development of information for IPC services which supports the trusts processes and encompasses trust values
- Operating with Quality in everything you do and Maintaining a Safe Environment
- Maintain administrative support systems including manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.
We may close the advert early, if we receive a sufficient number of applicants, so please apply as soon as possible.
About Us
Leicestershire Partnership NHS Trust (LPT) provides a range of community health, mental health and learning disability services for people of all ages. Delivered through over 100 settings from inpatient wards to out in the community, our 6,500 staff serve over 1 million people living in Leicester, Leicestershire and Rutland.
We aim to develop a workforce that reflects our community. We actively implement equal opportunities in employment and service delivery and seek people who share our commitment. We strongly encourage applications from all sections of the community, particularly from underrepresented groups.
Details of our benefits, leadership behaviours and other important information including AI in our recruitment process can be found in the Information for Applicants document attached.
We will consider requests to work alternative hours or varied working patterns in line with our flexible working policy.
For all substantive roles, new staff (excluding medical staff) are appointed subject to a 6-month probationary period (see Probation Policy).
All jobs will require permission to work in the UK.
For all jobs the cost of any DBS disclosure required will be met by the individual. This will be deducted from salary once started.
Applicants at risk within the local NHS who meet essential criteria will have preference for interview.
9 month Fixed term vacancy 22.5 hours - Infection Prevention and Control Team
We have an exciting opportunity for an enthusiastic and committed administrator to join our small but dynamic, team. This fixed term position is to cover maternity leave and ideally suited to someone with an administrator background and who wants to explore the opportunity for working in the NHS. We are looking for a self-motivated and enthusiastic individual with proven organisational skills to provide a comprehensive secretarial and administrative support to the Infection Prevention and Control Team.
The post will involve using a range of IT packages including AMaT, Outlook, Excel, Canva, SystmOne, to produce reports, data, minutes and other documents to a high standard, dealing with telephone enquiries, management of databases and working as part of a team. The post would suit someone who enjoys a variety of work whilst working within a complex, changing environment.
The successful applicant will have excellent communication skills, be able to prioritise their own workload, use their own initiative and work to a deadline.
For an informal discussion please contact Amanda Hemsley, Head of Infection Prevention and Control on 07827 955550