JOB DETAILS Job Title: Critical Care Secretary and Team Leader to the ward clerks Division: Clinical & Scientific Services Base: Manchester Royal Infirmary Band: Agenda for change band 4 Contracted Hours: 37.5 ORGANISATIONAL RELATIONSHIPS Managerially Accountable to: Assistant Directorate Manager for Critical Care Reports to: Assistant Directorate Manager for Critical Care Job Purpose The principal function of the post is to provide a professional, confidential and comprehensive secretarial and administration service to the Critical Care Senior Sisters and Educational Supervisor to enable them to execute their operational and managerial roles. This includes the maintenance of office and personal diaries, office administration, word processing, minute taking etc. In addition the post holder will be the supervisor to the ward clerk team. The post holder will provide secretarial support to critical care. The post holder will be responsible for their own workload and will be able to work without direct supervision. They will use their own initiative and independent judgment to assess and take action where necessary. Main Duties and responsibilities Personal Assistant Senior Sisters and Educational Supervisor 1. Provide a comprehensive professional, secretarial and administrative support to the Educational Supervisor and the Senior Sisters. 2. Provide secretarial cover and administrative support to the Clinical Director, Directorate Manager, Head of Nursing and Matrons in the case of sickness or holidays. 3. Provide secretarial support to the critical care team, the Senior Sisters and Educational Supervisor arrange meetings, appointments, booking rooms and catering where appropriate, travel arrangements and appropriate use of a bring forward system, typing GP letters, making clinic appointments, liaising with GPs and the public, taking minutes at meetings. 4. Carry out any word processing, typing, audio typing data collection and presentation work as required by the Senior Sisters and Educational Supervisor. 5. Provide secretarial service to the Educational Supervisor and Senior Sisters, including typing of highly confidential correspondence to staff members within the directorate. 6. Maintain and develop an effective filing system both manually and electronically and any other administrative systems required. 7. Liaise with key contacts at all levels, including all staff within the Divisions, Senior managers within the Trust and external organizations and individuals. 8. To receive all calls and enquiries from both staff and the general public on behalf of the Senior Sisters and Educational Team using initiative to deal with matters where possible, or other wise taking messages or re-directing calls as appropriate. 9. Send correspondence, memos, briefings and reports on behalf of the Educational Supervisor and Senior Sisters. 10. Attend the Directorate Clinical Effectiveness meetings, Sisters meeting and other ad hoc meetings in order to produce agendas, reports, minute meetings, produce and distribute documentation as required by the Senior Sisters or Educational Supervisor. Take action on matters or follow up as necessary. 11. Receive, sort, distribute, prioritise and deal with all forms of mail (including faxes and e-mails) as appropriate. Take responsibility for circulating necessary correspondence to the wider management team, obtaining and collating responses where necessary to ensure timescales are met and ensuring all issues of an urgent nature are brought to the attention of the relevant Sister. 12. Support the Educational Supervisors organising teaching days, the venue, catering. 13. Provide reports retrieved from ESR regarding mandatory training, sickness etc, update ESR regarding changes of staff hours, addresses, termination of contract, followed by a letter to the individual. 14. Undertake filing, faxing and photocopy as required and to ensure that the office equipment is appropriately maintained and kept in working order. 15. Maintain the personnel files of the critical care team and any other personal files with Critical Care, ensuring that they are all up to date so that information is readily available. 16. Provide assistance to the Senior Sisters and Educational Supervisor on projects they are working on. 17. Complete appropriate paperwork for processing stationery and stock orders, and administer other ordering and procurement needs in line with budgetary constraints. Ward Clerk Team Leader 1. Supervise the Critical Care Ward Clerks manage the day to day issues, annual leave, sickness. 2. To Supervise the Critical Care Ward Clerks through regular individual supervision and team meetings, annual personal development reviews and ensuring mandatory training is undertaken. Maintain Trust on-line training records. 3. To be responsible for the ordering of stationary and other stock and non-stock items to ensure the Critical Care team have all the resources required. 4. Be responsible for the preparation of duty rosters ensuring appropriate cross-cover arrangements are in place where necessary to maintain a comprehensive and responsive ward clerk service to the Critical Care wards 5. Ensure workload is allocated fairly across all teams and staff work flexibly to accommodate the needs of the patient and the clinical team they are supporting. 6. Support the recruitment process for appointment of new Ward Clerk Team members. 7. Maintain the employment records of Ward Clerks and other staff on the OLM system. This may involve the completion of relevant paperwork, ie, change of establishment forms and contract requests. 8. Ensure all ward clerks undertake an annual appraisal. 9. Monitor the performance of the team in relation to achieving national and local Critical Care targets and high quality, patient focused services. 10. Be involved with employee relations issues relating to your particular team e.g. disciplinary, grievance procedures and performance management issues. 11. To participate in the induction of new team members across the Trust, sharing knowledge and expertise of the administrative processes and functions. 12. In times of short notice absence either sickness or annual leave of the ward clerks the Ward Clerk Team Leader will cover the ward clerk shift until cover can be arranged. 13. Ensure all team members are appropriately trained and competent in all appropriate electronic systems and standard operating procedures relating to their role. Arrange appropriate training and development where updating of skills / knowledge is required. 14. Ensure staff attend mandatory training in line with Trust requirements for administrative staff. Health & Safety The Trust has a statutory responsibility to provide and maintain a healthy and safe environment for its staff to work in. You equally have a responsibility to ensure that you do nothing to jeopardise the health and safety of either yourself or for anybody else. The Trusts health and safety policies outline your responsibilities regarding Health and Safety at Work. Freedom to Act To work independently, organizing and prioritizing own workload. : Security The post holder has a responsibility to ensure the presentation of NHS property and resources. Confidentiality Confidentiality must be maintained at all times in all aspects of work. Equal Opportunities The Trust encourages Equal Opportunities and operates an Equal Opportunities Policy. All individuals regardless of race, ethnicity and nationality gender or disability are encouraged to apply for all posts. Other responsibilities Have accountability for any other reasonable tasks/duties required by the Divisional Director that fall within the remit of this job description and grade. Ensure that strict confidentiality is maintained in relation ot all staff and business matters. To ensure that all confidential documents are destroyed in line with Trust policy. Provide secretarial cover for absent colleagues and take on other duties which may be reasonably requested by the Divisional Director. Ensure relative documents received from Executive team and Communications Department are circulated throughout the Division. This job description is an outline of the key responsibilities of the Critical Care Secretary role and is not intended as an exhaustive list. The job may change over time to reflect the changing needs of the Trust and its services, as well as the personal development needs of the post holder.