Administrative Officer (XN03)

Acting as a role model and champion of patient, carer and public involvement within the Trust. - Taking direct responsibility for dealing with issues of a complex or sensitive nature. - Providing advice on Bereavement processes and procedures to CSUs that demonstrates an understanding of complex project and operational processes. - Providing advice on the implementation of the Trusts Care after Death and Bereavement policy to CSUs. - Analysis of data and communication of contentious information in a sensitive and professional way. - Providing advice on the local delivery of operational services within clinical teams to Matrons and to divisional and directorate teams. Providing direct support to managing change and communicating challenging information across all Trust sites in a consistent and professional way To provide a full clerical support service to the department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and
electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary. To provide administrative support for meetings as required e.g. organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes. To attend and service meetings as required. This could include welcoming participants, organising refreshments and
taking minutes and typing them up and circulating them after approval. To maintain and update mail-outs and labels for Trust and staff departments, advisory group members and voluntary and community organisations and organising electronic or paper mail-outs to such groups as required (typing, copying and posting etc.) Demonstrates a commitment to ensure that the Bereavement service provides a responsive support to bereaved relatives and carers as well as to internal and external stakeholders. To liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary. To monitor stock levels and re-order stationery and office supplies as required, and non-stock items as necessary. To record departmental expenditure and petty cash requisitions, produce monthly updates and check against financial statements. Collect petty cash as necessary. To co-ordinate and keep records of staff leave, absences and attendance
at mandatory fire training. To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g. Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines. To maintain and develop the departments web site on the Trust intranet. (Training will be given) To contribute to the production of information for distribution across the Trust and to other relevant organisations. Use departmental database for recording appropriate information as requested and producing reports. Any other duties commensurate with the grade which may be required from time to time to ensure the effective running of the service.