Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
Job Description
Job Group (Delete as
applicable):
Job Title:
Existing Grade:
Care Group:
Admin & Clerical
Service Line:
Choose an item.
Choose an item.
Department:
Location:
Appraiser:
Accountable to:
Position Number:
Date:
Major Trauma
Major Trauma Centre
Derriford Hospital
Peninsula Trauma Manager
Peninsula Trauma Manager
Oct 2016
Major Trauma Centre Apprentice
Job Purpose:
To provide administrative and secretarial support to the Major trauma centre (MTC) team including major
trauma centre co-ordinators (MTCCs) and the rehabilitation team
Key Dimensions:
To work alongside the Major Trauma Centre Administrators (MTCA) to provide an efficient and timely
administrative and secretarial service to the Major Trauma Centre (MTC) Management team, including:
1.
2.
3.
4.
5.
MTC Clinical Lead
MTC Governance Lead
MTC Rehabilitation Lead
Peninsula Trauma Manager
MTC Co-ordinator Lead and Co-ordinators
To provide administrative support to the Major Trauma Centre Co-ordinators (MTCCs) at the MTC, ensuring
accurate collection of data for all major trauma patients, in preparation for the submission of data to the
Trauma Audit & Research Network (TARN).
To utilise iPM, HAZ and other systems/databases to track patients and upload relevant data to the Major
Trauma database
Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
Organisational Chart
Peninsula Trauma Centre Team
Peninsula Trauma Network
Major Trauma
Centre (MTC)
Clinical Lead
MTC Governance
Lead
Peninsula Trauma
Network (PTN)
Clinical Lead
MTC Acute Lead for
Rehab
Peninsula Trauma
Manager –
PTN/MTC
PTN Governance
Lead
MTC Matron
Lead MTC
Co-ordinator(MTCC)
Network
Co-ordinator
MTC Administrators
MTC
Co-ordinators
(MTCC)
MTC Apprentice
THIS POST
TARN Data
Administrators
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
Major Trauma Centre Co-ordinator (MTCC) Assistance

To provide support specific to the MTCCs functions – for example preparation of information for
weekly trauma meetings.

Assist the MTCA and MTCCs in the completion and upkeep of the patient database, inputting data as
directed by the MTCCs and MTCAs
Support for MTC Rehabilitation Teams

Assist the rehabilitation teams with data collection to support rehabilitation processes and audit

To support the initiation and documentation of rehabilitation prescriptions by the MTC rehabilitation
team.

To circulate rehabilitation prescriptions when a patient is discharged from the MTC.

To send follow on letters to trauma units and rehabilitation services, as directed by the rehabilitation
team, relating to a rehabilitation prescription and patients ongoing care.

To support MTCAs in organising clinics for the MTCC or rehabilitation team for the follow up of
patients.
Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
Governance

To support the processes involved in maintaining the mortality review register for the MTC and to liaise
with clinical teams across the Trust to ensure that timely M&M reviews are completed, and hospital
notes available for review etc.

Provides support to the MTC in the collation of information for the evidence folder required for the Peer
Review visits.

To request hospital notes as required for the review of patient pathways and the validation by the MTC
of TARN dashboards.

Liaising with the Clinical Coding/TARN data collectors regarding the requesting of hospital notes for
audits and reviews.

To update SALUS/Patient Care Manager (PCM) with information and system ‘flags’ relating to a
trauma patient’s pathway.
Data and information

To assist MTCAs in the co-ordination and preparation of standard data, graphs and information to
support MTC meetings, for example monthly Major Trauma Management committee meetings

To be proficient in the use of clinical systems, including iPM, HAZ, CRIS, iLab, SALUS

Ensures accurate data is rapidly captured and recorded to meet the standards for the management of
patients, and to fulfil the information requirements of the MTC

To ensure that a clear understanding is obtained surrounding data quality, data protection, patient
information management systems (iPM) and be able to work within these guidelines at all times.
Secretarial

Provide secretarial support to the MTC Management team including the MTC Clinical
Governance Leads, Rehabilitation Lead and Service Manager

Provide secretarial support to the MTC rehabilitation medicine consultant and other members of the
rehabilitation team, including typing of clinic letters and any other correspondence relating to
rehabilitation.

Responsible for prioritising all correspondence, in paper or electronic format.

Assist with telephone enquires in a courteous and helpful manner.

Responsible for maintaining an efficient filing system for easy retrieval of documents.

Organise meetings, venues, speakers as requested.

To support MTCAs in taking minutes and notes for the MTC as required.

Administration and organisation of the MTC Management Committee Meetings and MTC Governance
meetings – to include agenda, minutes and recording actions.

Manage and organise diaries for regular meetings and scheduling additional meetings as required.

Required to assist with clerical support for MTC as directed by Manager.
and
Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
General responsibilities

Works closely with the Peninsula Trauma Manager to assist in projects to improve the patient’s care
pathway.

Develops and maintains strong working relationship with all trauma teams both internal and external.

Develop appropriate systems to manage their own workload.

Identify / suggest new ways of working both within the MTC.

Work on their own initiative whilst bearing the overall Major Trauma aims and responsibilities in mind.

Develop good working relationships with key personnel within the MTC and the wider Network
Other:

The work is mainly office based and the post holder is a DSE user. There may be a frequent
requirement for sitting in a restricted position.

Light or occasionally moderate physical work such as filing or carrying PowerPoint equipment etc. to
meeting rooms.

Concentration is required when taking minutes, typing, reading shorthand or other notes.
COMMUNICATIONS & WORKING RELATIONSHIPS
There will be a wide variety of working relationships that need to be established and the post holder will need to
ensure they can communicate effectively with staff at all levels
The post holder will need to develop a working relationship with a number of key stakeholders including:

Major Trauma Administrators

Major Trauma Centre (MTC) Clinical and Governance Leads

MTC Acute Rehabilitation Lead

Major Trauma Co-ordinators at the MTC

Peninsula Trauma Manager (MTC/PTN)

Rehabilitation Medicine Consultant

MTC speciality leads and other clinicians

Service Line Managers

Service Line Secretaries and Administration staff

Peninsula Trauma Network (PTN) Clinical Director and Governance Lead

PTN Rehabilitation Lead

Peninsula Trauma Network Co-ordinator

Trauma Unit Clinical Leads and teams

TARN clinical coders
Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
All Job Holders are required to…

Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn
and improve.

Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

Maintain personal and professional development to meet the changing demands of the job, participate
in appropriate training activities and encourage and support staff development and training.

Attend statutory, essential and mandatory training.

Respect the confidentiality of all matters relating to their employment and other members of staff. All
members of staff are required to comply with the requirements of the Data Protection Act 1998.

Comply with the Corporate Governance structure in keeping with the principles and standards set out
by the Trust.

Comply with the codes of professional conduct set out by the professional body of which registration is
required for the post.

Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe
systems of work, make known any hazards or risks that they identify and take all necessary actions to
reduce risk.

Ensure the welfare and safety of children within their care. This includes staff who come into contact
with children and families in the course of their work as well as those staff who have a specific role
with children and families.

Ensure they attend Child Protection training at the appropriate level within the specified time frame.

Staff must comply with Safeguarding Policies and Procedures in order to promote
safeguarding and prevent abuse to vulnerable people using Trust services.

Maintain the prevention and control of infection and fully comply with all current Trust Infection Control
policies and procedures.

Take responsibility for any records that they create or use in the course of their duties, in line with the
Public Records Act and be aware that any records created by an employee of the NHS are public
records and may be subject to both legal and professional obligations.
All Managers are responsible for…

Assessing risks and implementing the necessary actions to minimise these risks within their sphere of
responsibility. They must also enable staff to attend the relevant statutory and essential training.

Managing attendance in accordance with the Trusts Attendance Management Policy.
All Heads of Departments are responsible for…

Ensuring all necessary risk assessments are carried out within their division, Service Line or
department in liaison with relevant sources of specialist support and expertise within the Trust. They
must also ensure that the risk management process is completed appropriately.
Note
This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may
be reviewed in the light of changing circumstances following consultation with the post holder. This job
description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures &
guidelines.
Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
PERSON SPECIFICATION
ATTRIBUTES
KNOWLEDGE &
EXPERIENCE
QUALIFICATIONS
APTITUDE &
ABILITIES
DISPOSITION /
ATTITUDE
/MOTIVATION
OTHER FACTORS
ESSENTIAL

Knowledge of Microsoft Office – to include
Word, Excel, Access & Outlook

To maintain absolute confidentiality of all
information gathered during the course of day
to day activities
DESIRABLE
 Knowledge of databases
 Awareness of data protection

Good keyboard skills

A good standard of general education

GCSE Maths and English Grade A*-C

Good communication skills, both written and
verbal

Attention to detail

Ability to accurately record information given

Ability to deal with people in a courteous
manner

Good listening skills

Pleasant telephone manner

Organisational skills

Flexible

Ability to prioritise and meet deadlines

Ability to work on own and work effectively
within a large team of people

To be polite

Exemplary personal standards of conduct and
behaviour

Motivated and enthusiastic
 Taking of minutes
 Administrative skills
Physical Effort - There is a requirement to sit at the keyboard for more than half the period of time.
Mental Effort - Frequent requirement to concentrate when collecting and inputting data.
Agenda for Change
Author: Claire Ackerman
Version 8
Date: June 2015
Emotional Effort - Frequent exposure to distressing circumstances; exposed to information about trauma
patients treatment, diagnosis etc. at MDT, during meetings and when accessing notes/information.
Working conditions - Primarily office conditions.