Team Administrator

Job description

Job responsibilities

1. Provide comprehensive administrative support to the Health and Justice Service.2. Collate statistical information and support performance monitoring.3. Take minutes of local team as well as Directorate meetings and monitor actions.4. Provide confidential and efficient word processing service, including the preparation of reports and letters.5. Provide support around E-Procurement ie office supplies, clinical supplies, raising purchase orders and receipting goods.6. To demonstrate the Trusts values in everything you do in the work environment.7. Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction.8. To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law.9. To plan and organise appointments, meetings, clinics, rosters, diaries, and activities to ensure that standards of service appropriate to the area of work are met.10. Undertake general office duties as required including filing, photocopying, scanning and maintaining stock levels.11. Logging calls with the Trusts Serviced Desk for IT issues, building repairs, works etc.12. Prioritise and manage own workload to meet the needs and requirements of the service demands.13. Provide cover for other administrative staff within the service as required.14. Follow policies relevant to own role.15. Is guided by Standard Operating Procedures, good practice and established precedents.16. Indirect exposure to distressing or emotional circumstances.

Systems and equipment17. Provide a full range of office tasks including filing, photocopying, faxing and scanning.18. The daily use of various Office packages such as Outlook, Word, Excel, PowerPoint, Winscribe, room booking options e.g. MICAD and Outlook.19. Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO.20. Use of manual and electronic bring forward system to prioritise own work load and to prepare managers in preparing for advance meetings.

Decisions and judgements21. Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently.22. Use initiative in resolving conflicting diary appointments and schedules.23. Advise, support and train new starters and direct the efforts of less experienced admin.24. At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.25. Administer and manage petty cash if required.

Communication and relationships26. Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods at all times maintaining professional boundaries.27. Receive phone calls, record messages accurately, liaise with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.28. Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trusts Acceptable Use of Information and IT Policy and Guidance.29. Maintain confidentiality at all times.30. Demonstrate an understanding of the importance of effective team working within a multi-disciplinary team. Have the ability to adapt and use initiative as the need arises.31. Providing first point of contact for matters relating to patient queries and complaints. To document any complaints/queries and deal with appropriately.

Physical demands of the job32. Be aware of physical effort with regard to sitting for long periods.33. Be aware of the prolonged exposure to Visual Display Units (VDU) and the associated health and safety risks.34. Dexterity, co-ordination and accuracy for keyboard and telephony skills.35. To work predominantly from a base, although travel to other Trust locations in the locality will be required to meet service need.

Most challenging/difficult parts of the job36. Exposure to frequent interruption to routine, relating to telephone calls and personal requests and demands.37. Concentration required on telephone when dealing with enquires and for checking work.38. Concentration in meetings to record notes accurately and to listen out for actions and key points, take notes and transpose into a word document.39. Indirect exposure to distressing or emotional circumstances.

Person Specification

Qualifications & Training

Essential

• NVQ 3 in Business Admin, finance, customer care or relevant experience
• Possesses a good standard of general education including English and Maths to GSCE standard
• Possesses a recognised typing qualification (RSA II typing or equivalent) or can display word processing skills to an equivalent level of competence
• Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.)

Desirable

• RSA Audio Transcription
• RSA Typewriting
• ECDL

Experience

Essential

• Previous secretarial / administrative experience
• A good understanding of office procedures
• Working as part of a team
• Manage and prioritise own workload
• Dealing with the public
• E-Procurement

Desirable

• Previous experience of working within the NHS
• Use of RiO (patient information system)

Skills, Knowledge & Abilities

Essential

• Good written and verbal communication skills
• Excellent organisational skills
• Work on own initiative and as part of a team
• Willing to travel to other locations as and when required

Desirable

• Knowledge of medical terminology

Personal Attributes

Essential

• Flexible/Adaptable Approach with good interpersonal skills.
• Approachable
• Smart Appearance
• Ability to work under pressure and to meet tight deadlines, prioritising workload
• Demonstrate sensitivity, discretion and integrity

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.

Employer details

Employer name

Midlands Partnership NHS Foundation Trust

Address

Negotiable. Mellor House, St George’s Hospital or Either Brighton City Office

Stafford / Brighton

ST16 3SR

Employer's website

https://www.mpft.nhs.uk (Opens in a new tab)