Administrator

Job overview

Important Information for Applicants: This vacancy is for Surrey and Borders Partnership NHS Foundation Trust (SaBP).

This role is offered through Flexi-Bank, a collaborative temporary staffing service delivered in partnership between Surrey and Borders Partnership NHS Foundation Trust and Royal Surrey NHS Foundation Trust. Royal Surrey NHS Foundation Trust acts as the host provider and manages the recruitment, onboarding and administrative processes on behalf of Surrey and Borders.

Please note that although Royal Surrey NHS Foundation Trust branding may appear on this advert and within the recruitment system, successful applicants for this vacancy will undertake bank shifts for Surrey and Borders Partnership NHS Foundation Trust.

Work Location: Unither House, Curfew Bell Road, Chertsey, Surrey, KT16 9FG

Why join Flexi‑Bank?

Work flexibly – choose shifts that suit your lifestyle and availability

Access more opportunities – pick up shifts across mental health and community

Get paid fairly and on time – competitive rates and fast access to earnings through Stream

Stay supported – benefit from training, development and guidance from our dedicated Temporary Staffing Team

Main duties of the job

Surrey and Borders is looking for someone To act as the admin lead for the team ensuring day to day supervision of band 2 and 3 administrators workload. Providing supervision and development to other members of the administration team in conjunction with Band 5 administrators, where appropriate.

Working Pattern: Monday to Friday from 9AM to 5 PM

Detailed job description and main responsibilities

• 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)
• Provide day to day supervision and monitoring of workload for Band 2 and 3 administrators
• Update case notes on patient record system as required
• Undertake regular managerial supervision and appraisal of administrators within the team, in conjunction with Band 5, if applicable
• 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 DATIX etc.
• Monitor annual leave requests and sickness absence for manager, as required
• Extract data from data warehouses i.e. DART
• Manage recruitment process for band 2 and 3 admin vacancies
• Type up reports incorporating graphics and tables as required
• Type all letters dictated or provided by the team
• 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
• Monitor data quality of administrative input

In the absence of Band 3 administrator in the team:

• 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