Job summary
Surry and Borders is looking for the administrative lead for the team ensuring day to day supervision of band 3 administrators. Providing leadership, supervision and development to other members of the administration team.
Working Time: 8 AM to 4 PM
Working Days: Monday-Friday
Location: Bramdean Clinic, Worple Road, Staines, Middlesex, TW
Main duties of the job
- Provide senior administrative and supervision support to the team
- Act as a leadership point of contact representing administrative staff within the service.
- Provide high degree of accuracy in working with policies/procedures accordingly
- Ensure effective communication and operational coordination across the multidisciplinary team.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for? This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Job description
Job responsibilities
- Provide secretarial support to the team, as required, i.e. arranging meetings, ESR approvals, diary management, monitoring cover arrangements, arranging agency workers, logging incidents onto DCIQ etc.
- Monitor data quality of administrative input
- Monitor team annual leave requests and sickness absence for manager, as required
- Extract data from data warehouses
- Type up reports incorporating graphics and tables as required
- Book appointments on the patient record system for clinics and individual consultations
- Answer telephone calls and relay any messages in a timely manner
- Creating bespoke documents for the team, such as leaflets etc.
- Arrange team events, as required
- Take and transcribe a wide range of meeting minutes in an accurate and timely manner
- Receive and process referrals to the relevant clinician and system(s)
- Update case notes on patient record system as required
- General administrative tasks such as typing, copying, scanning, printing, laminating etc
- Provide support to team members in setting up rooms for meetings
- Check and book rooms for other team members upon request
- Scanning documents for uploading to patient record system
- Receive and respond to e-mails in an appropriate manner, forwarding where necessary
- Monitor and raise purchase requisitions for stationery, services (such as interpreters) and supplies for the department
Job description
Job responsibilities
- Provide secretarial support to the team, as required, i.e. arranging meetings, ESR approvals, diary management, monitoring cover arrangements, arranging agency workers, logging incidents onto DCIQ etc.
- Monitor data quality of administrative input
- Monitor team annual leave requests and sickness absence for manager, as required
- Extract data from data warehouses
- Type up reports incorporating graphics and tables as required
- Book appointments on the patient record system for clinics and individual consultations
- Answer telephone calls and relay any messages in a timely manner
- Creating bespoke documents for the team, such as leaflets etc.
- Arrange team events, as required
- Take and transcribe a wide range of meeting minutes in an accurate and timely manner
- Receive and process referrals to the relevant clinician and system(s)
- Update case notes on patient record system as required
- General administrative tasks such as typing, copying, scanning, printing, laminating etc
- Provide support to team members in setting up rooms for meetings
- Check and book rooms for other team members upon request
- Scanning documents for uploading to patient record system
- Receive and respond to e-mails in an appropriate manner, forwarding where necessary
- Monitor and raise purchase requisitions for stationery, services (such as interpreters) and supplies for the department
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
- GCSE passes in Maths and English (or equivalent)
Experience
Essential
- 4 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Previous experience of dealing effectively with complex needs of the General Public
- Working knowledge of a range of software packages e.g. Microsoft Word, Excel, and NHS electronic patient records e.g. SystmOne, EMIS
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
- GCSE passes in Maths and English (or equivalent)
Experience
Essential
- 4 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Previous experience of dealing effectively with complex needs of the General Public
- Working knowledge of a range of software packages e.g. Microsoft Word, Excel, and NHS electronic patient records e.g. SystmOne, EMIS
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
