Department: Operations job description

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  Managing Team Support Supervisors and administration staff to deliver high quality administrative support for Operations teams in specific and ad hoc areas
  

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  To lead, develop and motivate staff within Team Support
  

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  To ensure there are sufficient team support staff to assure smooth, efficient operational delivery either directly or on a matrix or project basis.
  
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  To perform regular review of staffing structure to ensure configuration conducive to high performance service delivery.
  
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  To manage staff through setting clear SMART objectives, one-to-one supervision, team meetings and annual appraisal including personal development plan.
  
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  To ensure team is up-to-date with Anthony Nolan strategy, plans, policies and SOPs including specialist and customer related knowledge.
  

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  Liaising with Operations Division teams to identify, plan and deliver administration support that increases the efficiency of each team and achieves consistency of service across the Division including but not limited to:
  
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    Filing management (including managing offsite archiving).
    
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    Creating case files for the search team
    
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    Monitoring and managing stock control Data entry as required
    
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    Sending communications to transplant centres and donors
    
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    Sending notifications via fax, email or EMDIS to Transplant Centres
    
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    Processing and allocating daily departmental post, e-mails and faxes.
    
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  Providing a helpful first point of contact for internal and external customers wishing to contact Operations Managers and staff.
  
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  Working closely with procurement to establish/review contract with external service providers (Inntel/Courier Systems etc) re format of service and rates.
  

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  Dealing with general Operations Division enquiries.
  
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  Attending meetings to take minutes as necessary.
  
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  Arranging conferences and meetings and making travel and hotel arrangements.
  
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  Producing final documents and presentation materials from prepared drafts.
  
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  Maintaining annual leave records for all Operations Division staff.
  
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  Holding Operations Division credit card.
  
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  To act as a CORAL super user and support staff using CORAL as required.
  

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  Oversee the team support supervisor for donor visitors and ensure that sufficient staff are trained and available to meet visit requirements – ensuring that numbers of donor visits by team support are captured and trends are monitored
  
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  Provide a travel and hotel booking service
  
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  Facilitate donor/patient communication
  

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  Oversee the team support supervisor responsible for liaison support, ensuring delivery of the blood test requests, kits sent and bookings and ensuring these are monitored. Oversight of medical questionnaire processing and ensuring numbers are monitored.
  

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  Oversee the availability of suitably trained staff to respond to the processing of donor workups and monitor the demand accordingly
  
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  Assign work requests and maintain spreadsheets accordingly
  
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  Provide a travel and hotel booking service
  
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  Collating file content and create requisite documentation for work ups
  
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  Administer donor welfare questionnaires
  
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  Book courier services, completing and maintain courier related documentation and records
  

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  Liaison point with Managers around supporting the administration around the search function as required
  

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  To work to and meet agreed team budgets and KPIs with the Divisional Heads providing up-to-date forecasts on the tracking to these.
  
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  To contribute to the compilation, monitoring and management of budgets including re-forecasting as required, reporting any variance and contingency planning as necessary.
  
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  To contribute to keeping costs under review.
  
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  To monitor Support Team KPIs and keep the Heads fully informed
  
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  To provide a monthly dashboard of team support activity volumes (including work ups, CT/ET requests, courier activity and paperwork, travel centre requests/requirements (for courier and donor), courier trips booked, donor visits, kits sent, medical questionnaires completed) and performance reports as required.
  

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  To provide administrative support for Operations division Heads and perform other duties as determined by them.
  
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  To provide secretariat support to specific Management Team meetings as and when required e.g. Medical Affairs , JACIE etc.
  

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