Donor Centre Administrator job description

• To recruit, maintain and manage a panel of automated component collection and blood donors to maximise Donor Loyalty and to support the Donor Facing Strategy.
• To participate in the provision of a comprehensive administration service.
• To provide administrative support to ensure the delivery of a therapeutic patient service, where appropriate

10. To review records of lapsed or suspended donors and establish any follow up actions as required.

Planning and Organisation
11. To maintain a database e.g. donor profiling and manage a manual suspension system and to participate in the booking, cancelling and changing of donor appointments.
12. To manage the unit donor diary e.g. panel management, collection of group mix, plan recruitment activities and preference rostering, changes to appointments.
13. Ensure that the correct amount of donors are obtained to meet targets need e.g. Bank holiday sessions, Special Donors, Platelet Donors.
14. To administer the Centre incoming mail, manually and electronically, receiving and sorting as required.
15. To arrange and attend meetings as required. Writing agendas, statistical data, monthly reports, financial data, unit activity, therapeutic activity and maintaining records as required.

Physical Skills
16. To develop the required keyboard skills, specifically ensuring accuracy.
17. To operate equipment for disabled donors e.g. disabled lift mechanism and disabled toilet alarm.
18. To ensure the safe manual handling of equipment, tables, chairs stationery and paperwork in accordance with the ORGANISATION health and safety and manual handling policies.

Responsibility for Patient/Client Care
19. To receive donors, ensuring an identification check is carried out, and the donor’s DHC is registered.
20. To be responsible for updating donor records, following instructions or information received from the Donor Centre Manager, clinic staff and donors

Responsibility for Policy and Service Development
21. To provide feedback and recommendations as required.

Responsibility for Financial and Physical Resources
22. To assist in the ordering, maintenence and care of of resources e.g. ordering marketing resources, office supplies and uniform for staff members.
23. To take responsibility, where appropriate, for organising external resources e.g.taxi accounts, handling of donor expenses and donor travel re-imbursement.

Responsibility for Human Resources
24. To participate in the supervision of Donor Carers doing admin work

Responsibility for Information Resources
25. To manage paper-based and electronic information, donor panels and records using a range of communication systems and ensuring adherence to data protection legislation.
26. To maintain autologous donors files, ensuring that they are utilised and stored in accordance with ORGANISATION policies and procedures.
27. To participate in the arrangement of medical reviews by flagging up donors who require them.
28. To type discharge letters under the direction of clinic staff.
29. To provide telephone information, when appropriate, to donors making enquiries.

Responsibilities for Research and Development
30. To participate in staff, donor audits and equipment trials and surveys and occasional clinical trials as required by the Donor Centre Manager.

Freedom to Act
31. To prioritise and manage own workload on a day to day basis, and specific duties within varied timescales as required by the Clinic Manager or the senior static clinic administrator.
32. To deal with varied donor telephone queries without direct supervision, taking responsibility for some decision making.

Physical Effort
33. To frequently work in a restricted position for long periods of time as required.
34. To work alone in potentially vulnerable areas of the building between the hours of 07.00 a.m. to 21.00 p.m. as required.

Mental Effort
35. To perform a variety of tasks requiring differing levels of concentration and accuracy working with frequent interruptions due to the nature of the role.

Emotional Effort
36. To provide reassurance, advice and encouragement to new and returning donors.
37. To occasionally be required to deal with sensitive situations which are occasionally stressful e.g. donors who are unable to donate on the day, or who have been advised they are no longer able to donate.

Working Conditions
38. To use computers or word processors for a significant proportion of the working day.
39. To be required occasionally to handle blood, blood products and spillages

Skills &
Abilities 1. Possess effective communication and Interpersonal Skills - to build relationship across a wide section of disciplines and customers
2. Experience of maintaining confidentiality in accordance with legislation
3. Demonstrates the ability to deal with competing workload and pressures including an awareness of donor loyalty issues
4. Demonstrates a positive and motivated attitude
5. Experience of inputting, processing and filing data
6. Experience of database management and spreadsheet applications
7. Experience of organising and scheduling planned activity
8. Demonstrates an ability to work within the guidelines e.g. Document control and SOPs
9. Experience of working in a team support function
10. Experience of demonstrating a skill in own area of remit
11. Experience of prioritising and managing own workload
12. Experience of working within agreed guidelines

Knowledge & Experience
1. Experience in office management and admin and clerical work
2. Experience of service/people industry
3. Experience of organising and scheduling
4. Competent in intermediate keyboard skills
5. Experience of Microsoft Office

Training &
 Education

6. Knowledge and experience equivalent to RSA Level 2
7. Experience of maintaining records – electronic and paper based
8. Experience of handling and processing documentation
9. Knowledge and experience equivalent to RSA Level 3

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