Band 4 Administrator

Job description

Job responsibilities

• Audio/copy typing - this will include correspondence and dealing with highly confidential, potentially sensitive information about service users.
• Prepare documents for external and internal distribution where appropriate.
• Produce regular routine information and reports under the direction of the SAANS Operational Team Managers.
• Responsible for ensuring that Trust policies are implemented within the SAANS Admin Team and wider SAANS services. Propose changes to administrative policies and processes to ensure smooth running of the admin support function.
• Set up and maintain efficient filing systems, electronic and paper. Manage a bring-forward system for the SAANS services to ensure prompt handling of correspondence and enquiries.
• Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system.
• Receive, screen and make telephone calls. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken.
• Record and brief the SAANS the Operational Team Managers of issues whilst away from the department.
• Be responsible for the receipt and recording of incoming mail for the SAANS services and to sort and distribute as appropriate.
• Directing/re-directing outgoing paperwork and electronic mail.
• Organise meetings, booking rooms/venues, arranging hospitality etc.
• Support SAANS meetings and MDT meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants.
• Maintain an electronic diary and appointment system for the SAANS members of staff as and when necessary.
• Assist in the completion and processing of study leave and annual leave applications.
• Completion of relevant e-forms on behalf of the SAANS Operational Team Managers.
• Managing key areas of responsibility within the SAANS Services, which will include the instruction/direction of other members of staff within these areas of responsibility.
• Provide workload management, supervision, and appraisal (PDR) of junior staff, including management of early-stage sickness/absence.
• Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.
• Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff.
• Be responsible for the upkeep of the personal files for staff within remit of the SAANS services.
• Assist in the recruitment and selection of admin staff.
• Assist in the induction of new staff.

Person Specification

Qualifications

Essential

• Good standard of education GCSE Grade c and above in Maths/English
• RSA 111 Word Processing/Typewriting or equivalent
• BTEC in business admin equivalent level experience

Desirable

• Knowledge of RIO/Insight
• European Driving Licence
• 2 years minimum experience

Knowledge and skills

Essential

• Excellent Communication skills, ability to work part of a team. Ability to adapt to demands of the service
• Ability to adapt to varying demands of the job role
• Ability to work as part of a team

Desirable

• Ability to research/access information, Knowledge and understanding of the service
• Ability/understanding of processing invoices
• Able to meet deadlines

Experience

Essential

• Ability to work accurately and under pressure
• Previous secretarial experience gained in a similar role
• Willingness to learn and acquire new knowledge and skills in areas new to the post holder

Desirable

• Experience of working in a NHS environment
• Previous experience of working with diverse and vulnerable populations
• Experience of line managing/supervising other staff

Other

Essential

• To be able to work as part of a team.
• Reliable
• Ability to work accurately under pressure and to deadlines without undue stress.

Desirable

• Car Driver

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Sheffield Health and Social Care NHS Foundation Trust

Address

Lyndhurst Road

75 Osbourne Road

Sheffield

S11 9BF

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)