Job summary
Looking for a role where your organisational skills make a real impact? As the Senior Administrator for our Travel and Transport team, you'll be at the heart of a busy, dynamic department--supporting key staff, streamlining processes, and ensuring our services run like clockwork. This is a fantastic opportunity to take ownership, work Trust-wide, and be a go-to expert in a fast-paced and rewarding environment. If you're proactive, people-focused, and ready to make a difference, we'd love to have you on board!
Main duties of the job
The Senior Administrator will act as the central point of contact for all administrative functions within the Travel and Transport department. This role provides high-level administrative support to the Head of Travel and Transport and the wider team, ensuring the smooth and effective delivery of departmental operations.
Working collaboratively across the Trust, the post holder will support the implementation of Standard Operating Procedures (SOPs) to promote consistency, efficiency, and compliance. The role requires a proactive approach, excellent organisational skills, and the ability to manage competing priorities with minimal supervision.
From coordinating meetings and managing data to supporting audits, finances and communications, you'll help deliver a professional, reliable service that makes a real difference to patients, staff, and visitors.
We're looking for someone who:
- Has strong administrative experience and exceptional attention to detail
- Is confident using IT systems and managing data
- Can prioritise and manage a varied workload independently
- Delivers excellent customer service with professionalism and care
Most importantly, you'll be a friendly, knowledgeable, and approachable point of contact--making a real difference to the experience of our staff and service users.
This position offers an excellent opportunity for a highly motivated individual to contribute to a busy, fast-paced team, and to develop within a supportive and collaborative working environment.
About us
Diversity makes us interesting... Inclusion is what will make us outstanding.
Inequality exists and the journey to eliminate it is not easy. Every step we take will be a purposeful step forward to deliver a truly inclusive culture where all our people are enabled to deliver outstanding care, where background is no barrier, and where everyone can be their authentic self and we truly represent our patient community.
We are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where possible. All applicants who have a disability and meet the minimum criteria for the post can opt for a guaranteed interview.
If you need additional help with your application please get in touch by calling the recruitment team on 0118 322 6997 or 0118 322 5342.
Our primary method of communication will be via email. However, if you would prefer to be contacted through a different method, please inform the recruitment team.
Job description
Job responsibilities
MAIN TASKS AND RESPONSBILITIES
Operational delivery Undertake and be accountable for the day-to-day operational delivery of all administrative tasking of the Trust wide Travel and Transport services, to include all elements of internal and external delivery, to ensure compliance against the required standards and the efficient running of the department. Use Trust IT systems, external and specialty databases to ensure relevant and accurate information is recorded. Prepare management information from data sources and analysis the information to present forward for review. Be responsible for the organisation of formal meetings calendar invites and room bookings, to include preparations of agendas, transcription of minutes and subsequent collation and distribution to staff. Capture minutes and actions from departmental meetings, including team meeting, contractor meetings and customer meetings Process data requests within Travel and Transport internal and external systems ensuring that the data is accurate and adheres to the Data Protection Act. Assist with departmental audits and ensure that results are submitted in a timely manner. Maintain the departmental diary to capture all sickness, annual leave and training days to ensure that the service is covered to meet the requirements of the customer facing service delivery Assist customers through face to face, email or telephone contact Undertake investigations into complaints and provide the Head of Travel and Transport with the findings to ensure complaints are dealt with sensitively and in accordance with Trust standards, taking corrective action where necessary and ensuring lessons learned are communicated Capture all complaints and Freedom of Information requests and ensure they are replied to in a timely manner Update Policies and SOPs under direction of Head of Travel and Transport Deliver the communication requirements for the Travel and Transport service to all internal and external organisations and parties, ensuring a consistency and accuracy of approach and content and planned and timely delivery. Undertake projects as required. Work collegiately within the Estates and Facilities Directorate to ensure robust service delivery, strategic direction and robust support of Directorate customers and stakeholders Support other Facilities functional delivery areas in the delivery of their required outputs To carry out duties consistent with the post. Use own experience to manage your own workload and respond to the unpredictable demands in a timely manner. Support the development and embedding of a culture to ensure the highest levels of customer service are demonstrated by Facilities staff promoting a professional and caring image. Provide patient centred services in recognition to the overall contribution to the patient experience.
Monitoring & Performance Management Ensure accurate data collection and reporting aspects of operational business, to allow data driven decision making and performance reporting Ensure that customer experience and feedback is captured and reported effectively to relevant internal and external forums. Support the delivery of the reporting requirements for the department to all internal and external organisations and parties, ensuring a consistency and accuracy of approach and content and planned and timely delivery. Deliver area wide audits and assessments of delivery to offer compliance assurance and ensure that output standards meet the operational requirements.
Governance and Assurance Capture and support the management of risks across the department and be engaged in their management, resolution or mitigation. Support line manager in the delivery of the departmental quality plan. Keep abreast of national best practice, ensuring this is shared throughout the department Keep abreast of CQC standards and best practice initiatives, national inquiries and policy and other contemporary programmes Support and promote a culture of improvement and innovation
Service Development Deliver the communication requirements for the functional delivery area to all internal and external organisations and parties, ensuring a consistency and accuracy of approach and content and planned and timely delivery. Act as the communication hub for the department in their customer and contractor interactions Demonstrate high levels of customer care and be an ambassador for customer care within the Trust To be the friendly, sensitive and accessible focus for Patients, Visitors and Staff communication, ensuring that questions are answered and issues are resolved in a timely manner Support the face to face interaction of the Travel and Transport service Promptly answer telephone enquiries, taking and relaying messages in polite, and helpful manner, taking action as appropriate Deal with complex queries Ensure that all information distributed to Patients, Visitors and Staff is accurate and up-to-date Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve them. Support system-wide partnerships and collaborate with other service partners and stakeholders as agreed and as appropriate to the role. Act as a role model at all times, demonstrating and promoting the Trusts CARE values and expected behaviours
Finance and Physical Resources Deliver all departmental financial processes to include raising and receipting purchase orders and ensuring that financial administration is compliant and in line with the Trusts Financial Standards Support in the administration of the departmental delivery area budget. Support the delivery of all services within allocated financial resources and identify cost and service improvements in support of business planning targets. Prepare financial information, within the scope of the role and especially within the scope of performance management and service development
Information Management Ensure that robust data protection procedures and all areas of information governance are adhered, ensuring customer information and other personal information is managed appropriately. Present information and issues in a timely, clear, and concise format, explaining complex, sensitive and contentious issues, to a wide range of internal and external stakeholders.
Health, Safety and Security: To attend all statutory and mandatory training as and when required to do so Act responsibly in respect of colleagues health, safety and welfare following safe work practices and complying with the Trusts Health and Safety Policies Identify any training and development needs and undertake appropriate training course/education as required.
Education and Training/Self-Development To undertake the training required to effectively and efficiently use all department systems Support the Head of Travel and Transport with provision of reports, audit information and accessing specific information to support the management of the service. Identify own training and development needs and undertake appropriate training/education as required. Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed Identify any training and development needs and undertake appropriate training course/education as required.
Deputising and Cross Cover: Deputise for and assist the Head of Travel and Transport as required Assist with training and development of new and temporary staff. Provide cross cover for any other member of the team when required to do so.
Job description
Job responsibilities
MAIN TASKS AND RESPONSBILITIES
Operational delivery Undertake and be accountable for the day-to-day operational delivery of all administrative tasking of the Trust wide Travel and Transport services, to include all elements of internal and external delivery, to ensure compliance against the required standards and the efficient running of the department. Use Trust IT systems, external and specialty databases to ensure relevant and accurate information is recorded. Prepare management information from data sources and analysis the information to present forward for review. Be responsible for the organisation of formal meetings calendar invites and room bookings, to include preparations of agendas, transcription of minutes and subsequent collation and distribution to staff. Capture minutes and actions from departmental meetings, including team meeting, contractor meetings and customer meetings Process data requests within Travel and Transport internal and external systems ensuring that the data is accurate and adheres to the Data Protection Act. Assist with departmental audits and ensure that results are submitted in a timely manner. Maintain the departmental diary to capture all sickness, annual leave and training days to ensure that the service is covered to meet the requirements of the customer facing service delivery Assist customers through face to face, email or telephone contact Undertake investigations into complaints and provide the Head of Travel and Transport with the findings to ensure complaints are dealt with sensitively and in accordance with Trust standards, taking corrective action where necessary and ensuring lessons learned are communicated Capture all complaints and Freedom of Information requests and ensure they are replied to in a timely manner Update Policies and SOPs under direction of Head of Travel and Transport Deliver the communication requirements for the Travel and Transport service to all internal and external organisations and parties, ensuring a consistency and accuracy of approach and content and planned and timely delivery. Undertake projects as required. Work collegiately within the Estates and Facilities Directorate to ensure robust service delivery, strategic direction and robust support of Directorate customers and stakeholders Support other Facilities functional delivery areas in the delivery of their required outputs To carry out duties consistent with the post. Use own experience to manage your own workload and respond to the unpredictable demands in a timely manner. Support the development and embedding of a culture to ensure the highest levels of customer service are demonstrated by Facilities staff promoting a professional and caring image. Provide patient centred services in recognition to the overall contribution to the patient experience.
Monitoring & Performance Management Ensure accurate data collection and reporting aspects of operational business, to allow data driven decision making and performance reporting Ensure that customer experience and feedback is captured and reported effectively to relevant internal and external forums. Support the delivery of the reporting requirements for the department to all internal and external organisations and parties, ensuring a consistency and accuracy of approach and content and planned and timely delivery. Deliver area wide audits and assessments of delivery to offer compliance assurance and ensure that output standards meet the operational requirements.
Governance and Assurance Capture and support the management of risks across the department and be engaged in their management, resolution or mitigation. Support line manager in the delivery of the departmental quality plan. Keep abreast of national best practice, ensuring this is shared throughout the department Keep abreast of CQC standards and best practice initiatives, national inquiries and policy and other contemporary programmes Support and promote a culture of improvement and innovation
Service Development Deliver the communication requirements for the functional delivery area to all internal and external organisations and parties, ensuring a consistency and accuracy of approach and content and planned and timely delivery. Act as the communication hub for the department in their customer and contractor interactions Demonstrate high levels of customer care and be an ambassador for customer care within the Trust To be the friendly, sensitive and accessible focus for Patients, Visitors and Staff communication, ensuring that questions are answered and issues are resolved in a timely manner Support the face to face interaction of the Travel and Transport service Promptly answer telephone enquiries, taking and relaying messages in polite, and helpful manner, taking action as appropriate Deal with complex queries Ensure that all information distributed to Patients, Visitors and Staff is accurate and up-to-date Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve them. Support system-wide partnerships and collaborate with other service partners and stakeholders as agreed and as appropriate to the role. Act as a role model at all times, demonstrating and promoting the Trusts CARE values and expected behaviours
Finance and Physical Resources Deliver all departmental financial processes to include raising and receipting purchase orders and ensuring that financial administration is compliant and in line with the Trusts Financial Standards Support in the administration of the departmental delivery area budget. Support the delivery of all services within allocated financial resources and identify cost and service improvements in support of business planning targets. Prepare financial information, within the scope of the role and especially within the scope of performance management and service development
Information Management Ensure that robust data protection procedures and all areas of information governance are adhered, ensuring customer information and other personal information is managed appropriately. Present information and issues in a timely, clear, and concise format, explaining complex, sensitive and contentious issues, to a wide range of internal and external stakeholders.
Health, Safety and Security: To attend all statutory and mandatory training as and when required to do so Act responsibly in respect of colleagues health, safety and welfare following safe work practices and complying with the Trusts Health and Safety Policies Identify any training and development needs and undertake appropriate training course/education as required.
Education and Training/Self-Development To undertake the training required to effectively and efficiently use all department systems Support the Head of Travel and Transport with provision of reports, audit information and accessing specific information to support the management of the service. Identify own training and development needs and undertake appropriate training/education as required. Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed Identify any training and development needs and undertake appropriate training course/education as required.
Deputising and Cross Cover: Deputise for and assist the Head of Travel and Transport as required Assist with training and development of new and temporary staff. Provide cross cover for any other member of the team when required to do so.
Person Specification
Admin experience
Essential
- Intermediate/Advanced Microsoft Office use
- Administrative work experience
- Contract management experience
- Customer service experience
Desirable
- Travel and Transport experience
- Experience working as part of a team
- Working in a larger organisation
Work experience
Essential
Person Specification
Admin experience
Essential
- Intermediate/Advanced Microsoft Office use
- Administrative work experience
- Contract management experience
- Customer service experience
Desirable
- Travel and Transport experience
- Experience working as part of a team
- Working in a larger organisation
Work experience
Essential
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
