CSM Administrator

Hours: Part time - 28 hours per week (Working hours: 07:00 – 17:00 with alternating A/B week shift pattern (Week A: Tue, Fri, Sat, Sun / Week B: Wed, Thu))

An opportunity has arisen for an Administrator to join our established, dynamic Clinical Site Management (CSM) team. We are looking for an enthusiastic, reliable and competent individual who wishes to work in our Operations Centre. The successful candidate will work collaboratively with the CSM team to facilitate the smooth operational running of the site, interacting with divisional, Trust wide and external NHS teams to achieve this.

Main duties of the job

The CSM Administrator will be responsible for collating and organising all data pertinent to the operational running of the site, inclusive of ensuring the accurate and timely provision of information to be shared internally and externally and therefore informing decision making.

They will access the hospital information systems to interrogate data as necessary. They will be pivotal in supporting implementation of new IT systems and processes within the CSM office.

The successful candidate will have previously developed excellent IT skills (including expertise in Outlook, Word, Excel, Teams, SharePoint) and excellent communication skills, both written and verbal.

Detailed job description and main responsibilities

The post holder will provide a comprehensive, high quality and professional administration service to support the Operations division, specifically the Clinical Site Management (CSM) team.

The CSM team ensure the flow of all patients through the hospital, those as emergency attendances and those that are planned through an elective pathway. These staff members (Clinical Operations Matrons, Clinical Site Managers and Clinical Bed Managers) work with each of the hospital divisions to manage their admissions and discharges into the bed base. They have a key role in managing the Emergency Department admissions, the Elective Theatre activity, the patient repatriations to their local acute hospital and the Discharge Lounge to support the hospital and its staff as a whole.

The post holder will act as a point of contact for the CSM team providing diplomacy and tact when necessary, assisting in alleviating the daily demands placed on the team. These will include managing calls and emails, logging escalation requests and playing a key role in capturing actions when the hospital is in a high state of escalation.

They will assist in the operational escalation process by providing administrative support in capacity meetings, noting actions and reporting the necessary site information.

Person Specification

• Educated to A-level or equivalent with excellent numeracy and literacy skills.
• Excellent communication skills and the ability to work under pressure and with time constraints.
• Able to work on their own initiative and undertake tasks with a considered approach.
• Ability to establish good working relationships with colleagues and work within a multi-disciplinary team providing assurance to other Divisions when required, under the direction of a member of the CSM team.
• Has a good working knowledge of key operational functions of a large acute hospital trust and the demands that are faced.
• Has understanding of the patient pathway from admission to discharge, specifically the Emergency and Urgent Care pathway.
• Excellent IT skills, specifically with Microsoft apps such as Outlook, Word, Excel, Teams and SharePoint.
• Excellent accuracy in data inputting and report dissemination.
• Previous NHS clerical experience desirable.
• Ability to take meeting notes, short hand skills desirable.
• Able to disseminate information and data to the Trust about the operational status of the hospital in a timely and accurate manner demonstrating a considered approach when the report is collated.
• Efficient and accurate with excellent keyboard and computer skills in order to undertake tasks in a quick and knowledgeable way in accordance with the pace of the hospital at any given time.
• To use initiative appropriately within clear guidelines when dealing with non-clinical operational issues, referring to line manager when extra support is needed.
• To be proactive in identifying the needs of the service and any future administrative demands within the CSM team.
• Prioritises own workload in times of operational pressure and delegates to colleagues accordingly and/or escalates to the team to ask for support.
• Works calmly and efficiently in the face of conflicting priorities.
• Has a systematic approach to work, with a focus on meeting deadlines and ensuring data accuracy.

Person specification

Education/Training/Qualifications

Essential criteria

• A level, NVQ Level 3 or equivalent experience.
• Excellent IT skills, praticularly with Microsoft products (i.e. Outlook, Excel, Word, PowerPoint, Teams, SharePoint).

Desirable criteria

• Degree level or equivalent experience.
• Advanced IT training such as ECDL (European Computer Driving Licence) or ICDL (International Computer Driving Licence).
• NVQ Level 3 in Business Administration or Customer Service.

Work Experience

Essential criteria

• Proven experience in an administrative role.
• Working in a busy and demanding environment.

Desirable criteria

• Experience in healthcare administration.
• Experience in supporting senior healthcare staff.

Knowledge/Skills/Abilities

Essential criteria

• Excellent Microsoft Office skills.
• Conflict resolution & Problem solving.
• Good verbal and written communication skills.

Desirable criteria

• Minute Taking skills / Short Hand.

Personal Qualities/Special Circumstances

Essential criteria

• A ‘can-do’ and proactive attitude.
• Resilient.
• Able to apply tack and diplomacy in the working environment.
• Able to work against tight timescales under pressure.