Team AdministratorNHS

Job summary

We are looking for an organised, proactive, and motivated individual to join our team as a Team Administrator. This is an excellent opportunity for someone with strong communication and organisational skills who enjoys working in a fast-paced environment and providing high-quality support services.

The successful candidate will provide a comprehensive administrative support service to the assigned team, ensuring the smooth and efficient delivery of day-to-day operations. The role will involve a variety of administrative duties and will require flexibility to provide cross-cover support for colleagues across other teams when needed.

Main duties of the job

This role is to provide a comprehensive administrative support service to the assigned Team, cross-covering for peers in other Teams as required.

Job description

Key Duties/Responsibilities

1. Providing and receiving routine information which may sometimes require tact or persuasive skills or skills to overcome barriers to understanding. This may also involve providing and receiving complex or sensitive information, and providing advice, instruction or training to groups where the subject matter is straightforward. In particular, this will involve:

Responding to appropriate requests for information

Acting on correspondence responding to, or referring to the appropriate person

Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (i.e. staff, students, external parties)

Liaison with partner services and organisations

Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. photocopying, filing

Handling telephone queries and directing as appropriate

Assisting patients/clients/relatives during incidental contacts such as phone calls.

2. The role will require capacity to make decisions, which may require consideration of a range of options, such as:

Judgements on how to deal with enquiries, staff/carers/external contacts

Prioritising work, resolving conflicting diary appointments and schedules.

3. Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer-based data entry systems. Particular systems used in this role are detailed under Specialist/Technical requirements. This may include activities such as:

Taking and transcribing formal minutes

Producing basic statistical reports

Maintaining information systems

It is probable that the role will require use of VDU equipment for a substantial proportion of time and does require advanced keyboard skills equivalent to typing at RSA level 3.

4.Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area. Work is managed rather than supervised.

5. Planning and organisation of straightforward tasks, activities or programmes. This may include activities such as:

Maintaining effective filing systems and electronic databases.

Co-ordinate programmes of work (such as training schedules, events or the use of rooms, setting up of rooms)

Arranging meetings and diary management, managing on-call rotas.

6. Responsible for maintaining auditable stock control and/or security of stock, with particular emphasis on cash office and stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.

Receipt of goods

Maintaining stock levels, issuing stock

Cash office control

7. Provide advice or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8. To undertake surveys or audits, as necessary to own work.

Specialist/technical requirements

• LMS, some online mandatory training packages are available via this system
• Lorenzo (ROSE) electronic system, to log all patient contacts
• Microsoft packages i.e. Word, Access, Excel and Outlook.

About us

As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.

We pride ourselves onensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.

We are committed to the Greener NHS national ambition to becoming the world's first 'carbon net zero' national health system by 2045 (Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike.

The Trust is committed to ensuring that a diverse workforce is representative and inclusive at all levels. We would very much welcome applications from all under-represented groups including women, people with disabilities, people from global majority backgrounds, and those from the lesbian, gay, bi and trans communities.

The Trust is committed to the Step into Health scheme and actively encourages applicants from the Armed Forces Communities to apply.