Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.

Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust. 

An exciting opportunity has arisen for a Frailty and Interface Team Administrator within the Older Persons Medicine Department.

The Frailty Interface Team is part of the multi-disciplinary team designed to complete comprehensive frailty assessments with patients who attend QAH Emergency Department, Acute Medical Unit and Older Persons Medicine Same Day Emergency Care Unit.

The Frailty administrator will provide a comprehensive, efficient and high-quality administrative and clerical support to the Senior Nursing and Multi-Disciplinary Teams as part of the Frailty team.   

The role involves daily liaison with a variety of stakeholders, including multi-disciplinary team members, Senior Nursing staff, Healthcare Support Workers and Community Services.

The role entails a variety of admin and clerical tasks to be completed accurately and to deadline, including support with minute-taking, data collection, analysis for audit purposes and assisting with recruitment and processes for new starters.  

Core Duties

• Planning and prioritising own workload against personal and departmental objectives and priorities and maintaining own personal development.
• Providing an effective minute-taking service including setting up, attending and minuting team meetings
• Building effective working relationships with Multi-disciplinary Teams.
• Acting as a cohesive member of the department, attending multidisciplinary meetings as appropriate and managing stakeholder expectations.
• Contributing to and leading, where agreed, the achievement of key performance targets.
• Create reports and provide data on outcomes for the FIT
• Co-ordinating information for E-Rostering system, highlighting inadequate staffing levels and escalating as appropriate.
• Administering Bank IT system adding shifts and managing gaps.
• Entering absences on all rotas, sickness records and ESR to ensure accurate record keeping.
• Maintaining weekly records of staff activities and locations by ensuring electronic diaries are well maintained.
• Preparing and entering data onto HR and Trust information systems ensuring accuracy of data and appropriate dissemination.

• Maintaining excellent communication skills with all stakeholders when providing and receiving complex information by email and verbally.

• Being conversant with HR policies; knowing where to locate them and referring others to them.
• Data entry onto PHUT Systems – Bedview, Minestrone, Health Roster
• Updating hard copy HR Policy manuals including provision of updated contents list when required, issuing amended contents list, issuing new and updated polices to manual holders, ensuring office copies are kept up to date and undertake occasional audit of other hard copy manuals as directed.
• Answering telephone calls in a courteous and helpful manner.
• Assisting the team leader in audit research and service improvement projects where appropriate
• Supporting patients, users, the public and staff through the provision of appropriate information and advice and maintain notice boards with up-to-date information and leaflets.
• Assist staff with education documentation and team communication boards.
• Reporting maintenance or repair and monitor as required.
• Complying with any ad hoc administration requests.

Essential

• Good general education including GCSE in Maths & English (or equivalent)
• Working knowledge of business administration procedures acquired through a Business Administration Diploma or equivalent e.g. BTEC/NVQ level 4.
• At least 3 years previous administrative experience.
• Minute-taking experience.
• ECDL or similar computer skills.
• Previous Supervisory experience

Desirable

• Previous NHS experience in an administrative role
• Knowledge of NHS IT systems (training will be provided)  
• Ability to understand and work with administrative and medical processes.
• Knowledge of dealing with highly sensitive / patient confidential information.
• Ability to respond to competing issues calmly and professionally.

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.