Business Administrator / Coordinator

Providing administrative support to the CMO portfolio work/project work as required by the Medical Directorate Business Manager, including collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. To plan, organise and implement the clerical and administrative processes of the Medical Directorate, Medical Revalidation & Appraisal function and job planning function where required, demonstrating effective office skills. Including the preparation of documents for presentation (e.g. PowerPoint Slides) for the Medical Directorate Trust wide clinical meetings. To plan, organise and implement the clerical and administrative processes of the Guardian of Safe Working Function, working in collaboration with the People Directorate/Medical Workforce. Support and deliver project work with Business Manager and wider
Medical Directorate team. Supporting the Medical Revalidation & Appraisal and Job Planning systems where appropriate and required; to organise, manage and maintain the use of information systems ensuring the Trust meets quality and performance standards. Supporting Revalidation and Appraisal and Job Planning functions with day-to-day system support, including but not limited to, updating the electronic system with new GMC submission dates, appraisal Data Packs, Updating Prescribed Connection Database with completed appraisals, adhoc update of TrustNav, management of general enquires in generic inboxes for Job Planning & Medical Revalidation & Appraisals, and set up 360 Feedback for doctors. Lead on the GIRFT administrative function for the Trust, working collaboratively with Clinical Groups and external regional GIRFT managers to ensure all GIRFT meetings are planned, coordinated, organised and delivered effectively. Manage orders, requisitions and invoices as appropriate for the
directorate including the Operational Delivery Networks where required. Support the Medical Workforce Group with organising meetings, attending meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary Set up and maintain effective office systems and procedures to support the efficient running of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Ensure that all relevant papers are available for meetings. Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication. In a courteous and
professional manner, respond positively and promptly to enquires and incoming calls (for example during consultant interview processes). Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable. Deal with staff, managers from internal and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of the Medical Directorate team. Provide full meeting facilitation for a number of meetings which may include Medical Senior Medical Team (SMT) Meetings, Clinical Leads Meetings, Consultant Meetings, Medical Workforce Committee and other meetings required to support the Medical Directorate Business Manager and Executive Assistant. Keeping the DCMO personal files up to date (i.e. course applications, completed course certifications, professional leave applications), as delegated by the
CMO. Undertaking appropriate staff training and development as required. Any other reasonable duties as requested. For further details please see the attached job description.