JOB DESCRIPTION

Job Title: Administrator

Grade: AFC Band 3

Locality: Clinical Psychology Services, Dovedale Day Hospital

London Road Derby

Reports to: Lead Psychologist

Accountable to: Professional Head of Administration

Job Purpose

To ensure the delivery of a comprehensive, high quality secretarial and administrative

service to the departmental function, - including reception duties, typing/word/processing of
letters, minutes, reports and other routine correspondence.

Professional Issues

1. To contribute to high quality front of house standard for all service receivers, staff and
visitors to the work base

2. Provide a comprehensive secretarial service including typing/word processing of

letters, memos, notes of meetings, reports and other routine correspondence by use
of PARIS.

3. Produce documents, charts, tables etc., by use of Microsoft IT Packages, e.g. Word,
Powerpoint, Excel, Access.

4. Diary management and dissemination of information via email.

5. Ensure the maintenance of accurate and efficient filing systems, including both paper
and computerised systems ensuring strict confidentiality of client/staff identifiable
information.

6. Prioritise and undertake general clerical tasks, including photocopying, filing,

processing of mail, booking interpreters etc.

7. Receive and make telephone calls on behalf of the department/service area, taking
messages and dealing with enquiries appropriately and ensuring accurate and timely
communication of messages.

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 8. Ensure timely collection and production of statistical data relating to the service.
Compiling reports where necessary for management information and forwarding to
other Trust Departments as necessary.

9. Maintain and update staff departmental files as delegated.

10. Undertake any other appropriate duties as may be delegated from time to time.

11. Maintain a professional and confidential approach to work at all times.

12. To be familiar with and comply with relevant Trust Operational, Personnel and Health
and Safety procedures.

Specific to this Role

1. Supporting the team members to fulfil their duties as required and appropriate.

2. Setting up room bookings across Trust premises and other locations within
Derbyshire (to include using the Trust electronic room booking system).

Decision Making and Advice

1. Utilise initiative and judgement to implement effective systems of prioritisation and

organisation ensuring that work is completed within agreed timescales.

2. Exercise independent judgement and initiative based on acquired experience and

knowledge when queries or problems arise, by taking appropriate action to resolve
the problems or referring them to the appropriate person. Be expected to make
decisions within the boundaries of this role.

Leadership and Management

1. Ensure provision/procurement of non-stock supplies for the department in

conjunction with the nominated supervisor/manager, ensuring receipt of goods in
accordance with Trust procedures. To carry out regular stock control of all stationery
retained on site.

2. To take responsibility for arranging on- site maintenance including the raising of new
work requisitions and organising repairs to equipment/buildings via the Trust Estates
department.

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 3. Ensuring maintenance/repair of IT hardware in conjunction with the Trust IT
department.

Communication and Working Relationships

1. Liaise with internal departments, external agencies and service receivers, relatives
and carers, ensuring that all enquiries and urgent matters are dealt with politely,
efficiently and in accordance with the Data Protection Act, and that complicated
issues are communicated in a simplified form and fully understood by all parties.

2. Work with other administrative team members to collectively implement policies and
procedures within the service, in an effort to introduce smarter and more efficient
working practices.

3. Communicate and liaise with other internal Trust departments and individuals though
a range of interpersonal and IT media.

Education and Development

1. To keep up to date with and undertake training on revisions to information systems or

changes in protocols for inputting of data in the light of local and national initiatives.
To adhere to agreed protocols at all times.

2. To participate in the workplace induction of new staff and trainees as required.

3. To participate in Individual Performance Review and Personal Development plans on

an annual basis and to undertake training as identified within these discussions and
as indicated by the requirements of the post.

4. Actively participate in supervision

Demanding Nature of the Job

1. Maintenance of effective secretarial and administrative support within a changing

environment.

2. Keeping up to date with changes to IT systems and National and Local Performance
Management initiatives.

3. Maintaining effective communication with a wide range of service receivers, carers

and agencies.

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 4. Ability to manage potentially stressful and upsetting sensitive situations in an
empathetic manner

Organisational Chart
Lead Psychologist

Professional Head of
Admin

Administrator (This Post)

(This post)

l =managed by accountable to

Clinical Governance and Quality Assurance

1. To accurately collect, collate and input data to Trust Information Systems as required
by Trust procedures to ensure that patient database records are up to date and
accurate in order to support audit and quality initiatives and to inform the planning
and commissioning process.

Duty of Confidentiality

1. In the course of your duties you may acquire or have access to confidential
information which should not be disclosed to any other person unless in the pursuit of
your duties or with specific permission given on behalf of the Trust.

2. This applies particularly to information relating to patients, clients, individual staff

records and details of contract prices and terms. This includes information held on
computers, computer printouts, audio visual and paper records. Trust employees are
required to ensure that information about patients is safeguarded to maintain
confidentiality ad is kept securely in accordance with the NHS requirements of 1999,
(the Caldicott Committee’s report on the review of patient identifiable information
1997 and HSC/1992/012). This means that patient information can only be passed
to someone else if it contributes to the provision of care or the effective management
of health care services within the Trust. If you are in any doubt as to which
disclosures are unauthorised, check with your departmental manager.

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Breaches of information security and confidentiality will lead to disciplinary action.

1. The Data protection Act 1998, regulated the use of all information relating to any
living identifiable individual that the Trust may hold, regardless of the media in which
it is held. This information may be as basic as name and address. Unauthorised
disclosure of any of this information may be deemed a criminal offence. If you are
found to have permitted the unauthorised disclosure of any such information, you and
the Trust may face legal action.

2. You must not, whether during your employment with the Trust, of after the end of it,
whether you resign or are dismissed by the Trust, unless expressly authorised by the
Chief Executive of the Trust, make any disclosure to any unauthorised person or use
any confidential information relating to the business affairs of the Trust. This includes
any detail about the Trust’s clients and employees, actual, potential or past and all
details relating to information on any of the Trust’s paper records, databases and
printouts.

Information Governance

1. The Derbyshire Healthcare NHS Foundation Trust requires its staff to comply with
Information Governance related standards and policies at all times when dealing with
confidential information, which includes any information relating to the business of
the Trust and it’s service users and employees.
2. All NHS employees are bound by a duty of confidentiality and must conduct their
duties in line with the NHS Confidentiality Code of Practice, Data Protection Act and
Freedom of information Act.
3. Post-holders must maintain high standards of quality in corporate and clinical record
keeping ensuring information is always recorded accurately and kept up to date. The
post-holder must only access information, whether paper, electronic or in other
media, which is authorised to them as part of their duties.
4. All Information obtained or held during the post-holder’s period of employment that
relates to the business of the Trust and it’s service users and employees will remain
the property of the Trust. Information may be subject to disclosure under legislation
at the Trust’s discretion and in line with national rules on exemption.
5. Any breach of confidentiality or computer misuse could lead to disciplinary action,
and in serious cases could result in dismissal. Breaches after the post-holder’s
employment has ended could result in the Trust taking legal action against them.

6. Post-holders must ensure that they are aware of their responsibilities by attending
the Trust Mandatory Training and Induction programme .

Health and Safety

1. To have responsibility for health, safety and welfare of others at work. This includes
being conversant with Trust Health and Safety policies and procedures and ensuring
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 incidents, accidents and near misses are reported; taking part in the risk
management process and carrying out tasks/using equipment only when competent
to do so.

2. Be responsible for ensuring the general environment is clear of hazards.

Infection Control

All staff have a responsibility to familiarise themselves of how the prevention of the
spread of infection relates to their role. They have a responsibility to ensure they are
aware of Trust policies and procedures in relation to infection prevention and control,
and ensure that they comply with them in fulfilling their role.

Values

Our Trust values and behaviours are:

• People first – We put our patients and colleagues at the centre of everything we do.

• Respect – We respect and value the diversity of our patients, colleagues and
partners and support a respectful and inclusive environment.

• Honesty – We are open and transparent in all we do.

• Do your best – We work closely with our partners to achieve the best possible
outcomes for people.

Safeguarding – The action we take to promote the welfare of children and vulnerable
adults and protect them from harm

SAFEGUARDING CHILDREN & VULNERABLE ADULTS IS EVERYONE’S

RESPONSIBILITY
All staff working within Derbyshire Healthcare NHS Foundation Trust who come into
contact with children, young people and/or their families/carers, including those who
are non-clinical and those who work predominantly with adults has a duty within their
role and responsibility to ensure that they understand what is required of them as an
individual and as part of the wider organisation in order to keep children and
vulnerable adults safe.

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Other Issues

1. This job description will be reviewed alterations will only be made after
consultation and agreement.

2. The post holder may be asked to undertake duties not directly highlighted within
this job description. This will only be done when the skills and experience of the
post holder meet the requirements of the role.

3. All employees must fulfil their responsibilities with respect to the Trust’s Health
and Safety Policy as outlined in Paragraph 4.7 of the Trust’s Policy.

This job description is an indication of the type and range of tasks that are expected of the
post holder. It will be reviewed and amended from time to time in consultation with the post
holder to take account of changing organisational need.

Job Description Agreement

Job Holder’s Signature _______________________________________________

Date _______________________________________________

Senior Officer/Head of

Department Name _______________________________________________

Administration Lead

Signature _______________________________________________

Date ________________________________________________

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