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administrative assistant

Job Description

The Administrative/Surveillance Assistant will support the team in all aspects of Administrative and Surveillance support across the team, including Infection Prevention and Control, Sepsis and Tissue Viability.

Administrative duties include:

• Support entire programme of work including IPC, Sepsis and Tissue Viability.
• Administrative support for meetings and events, preparing agendas, compiling and distributing papers, first point of contact regarding meeting arrangements and attendance, taking minutes/action notes, and following up on action points.
• Support fit testing service by carrying out all aspects of fit testing and assisting the team with the maintenance

• Carrying out specific audits in relation to the surveillance of HCAIs in all areas of the Trust.
• Accurately collecting and collating data, working closely and communicating effectively with area teams.

• Provide all administrative support across the entire programme of work of the Infection Prevention and Control team, including Sepsis and Tissue Viability.
• Provide a professional, friendly, supportive and positive working relationship with staff.
• To ensure communication channels are used appropriately to facilitate the flow of information from the IPCT to ward/department leaders, clinicians, and Trust committees, communication department
• Works to clearly defined policies
• Work flexibly as needs dictate
• Assist in the sending of monthly, quarterly and annual reports for the team.
• Support the production and update of project plans and performance reports using excel software to the requirements of the teams.
• Attend meetings including outbreak control meetings, team meetings, Hospital Infection Prevention and Control Committee and other meetings as appropriate.
• Organise conferences and external events as required.
• Maintain and update the electronic diaries of the team
• Maintain an electronic diary and appointment system to ensure effective use of team and own time.
• Type correspondence, including emails, agendas, minutes and other documents from written copy, dictation or verbal instruction, on behalf of the team, and generate own correspondence as required.
• Arrange and provide administrative support for meetings and events, including room/classroom booking, preparing agendas, compiling and distributing papers, arranging catering, providing travel directions and acting as first point of contact regarding meeting arrangements and attendance, taking minutes/action notes, and following up on action points.
• Support the fit testing service by carrying out all aspects of fit testing and assist the team with the maintenance of the fit testing machines. Order any stock in relation to fit testing.
• Support the team with the management of assets/equipment that are managed by the team.
• Order stock as required.
• Other general admin duties as required

• To use the Infection Prevention and Control surveillance system IC Net (including adding users to the system) and liase with external company about the system as well as Trust IT to resolve any problems.
• To be responsible for data quality within the Team ensuring that information both provided and received by the area is accurate and valid. Any difficulties, identified should be resolved through discussion with the Team, and other as appropriate.
• To participate in the implementation of appropriate monitoring mechanisms in compliance with the Code of Practice for Healthcare Associated Infections (HCAI’s) including carrying out hand hygiene audits.
• To carry out hospital-wide audits as directed such as sharps safety, mattress audit and environment audits. To be able to communicate with staff about the audit and what you will be doing.
• To assist in the collection of data for a yearly hospital-wide survey of knowledge about infection prevention and control.
• To be proficient in obtaining information from patient administration systems including (but not limited to) Careflow,Christie Clinical Web Portal and Theatreman.
• To collect surveillance data for the surgical site surveillance programme using the above systems and other patient records.To input SSI data into the appropriate software/programme.
• To present data as required to the team
• Able to use Excel , Word etc to set up documents and spreadsheets and extract information and Access databases. To use PowerPoint to develop and prepare presentations.
• To be an active participant in the Healthcare-associated infection reduction (HAIR) collaborative.
• To maintain patient confidentiality at all times.

• Maintaining a high standard of personal work while acting as a member of a team.
• Be familiar with and observe the local rules of the department, Safety at Work and COSHH regulations.
• Implement policies and proposes changes to practices and procedures for own areaDemonstrate a pleasant and approachable manner and help create and promote a good working relationship.
• Show professional and courteous manner when answering the telephone and other enquires.
• Maintain confidentiality with regard to patient information both at work and outside of working hours.
• To be aware of and adhere to all policies including; sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments.
• To show respect for members of the team and endorse the department’s philosophy of giving mutual support.
• Adhere to trust uniform policy.

• To be responsible for own personal development and for maintaining a personal development plan.
• Annually attend all mandatory study days as per Trust and unit guidance.
• Maintain Continuous Professional Development in line with Trust Policy.
• To further develop knowledge and skills by undertaking appropriate training and courses of study.

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