Band 3 Administrator

Job overview

The postholder will provide an effective and efficient reception and administrative service within one of the service lines that form the Foundation Trust. The job is mainly frontline facing in a reception area environment, and will involve liaison between colleagues at all levels, both inside and outside the Trust, as well as service users, and carers, and members of the public, always providing excellent customer service. The postholder will need to demonstrate a high level of prioritising and organisational skills and be able to use initiative to develop office support systems as required, and to organise their own workload to meet Trust and local requirements, adjusting prioritise as necessary in negotiation with the department and administration managers. The post holder will be expected to carry out other duties assigned by the team, which are appropriate to the grade.

Main duties of the job

• To carry out reception duties as necessary and providing excellent customer service, including: managing the room bookings system.
• To use initiative appropriately to deal with and prioritise post, emails and telephone calls.
• To deal with all administrative duties to support the operation of the service line including appointment booking and processing inbox enquiries.
• To arrange and service meetings as necessary including taking the minutes and transcribing.
• To provide, in conjunction with other administration staff, cross cover for other administrators/receptionists during periods of heavy work pressure or absence.
• To inform the relevant department of any clinic cancellations or outpatient appointments in line with Trust and local policies and procedures.
• To handle any enquiries from service users and carers with sensitivity and tact using persuasion skills when required to resolve problems.
• To participate in team meetings as required by line manager.
• To ensure adequate stocks of stationary, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
• To undertake any other duties commensurate with the grade as requested by the appropriate manager.

Detailed job description and main responsibilities

• To adhere to the Trust’s financial procedures in the management of purchasing and petty cash.
• To be involved in the induction of new staff.
• To use the supervision and appraisal process to review professional standards and performance and to identify individual training needs, undertaking training as identified in the personal development plan and in negotiation with line and administration manager.
• To carry out reception duties as necessary and providing excellent customer service, including: meeting and greeting visitors to the service and directing them to the correct person or department; managing the room bookings system.
• To edit presentations using appropriate software packages.
• To manage diaries of allocated managers/ professionals appropriately.
• To use initiative appropriately to deal with and prioritise post, emails and telephone calls.
• To deal with all administrative duties to support the operation of the service line including appointment booking and processing inbox enquiries.
• To liaise with the Health Records/ Service Manager about access to records queries if required.
• To arrange and service meetings as necessary including taking the minutes and transcribing.
• To provide, in conjunction with other administration staff, cross cover for other administrators/receptionists during periods of heavy work pressure or absence.
• To ensure good communication is maintained between colleagues at all levels, and with service users.
• To inform the relevant department of any clinic cancellations or outpatient appointments in line with Trust and local policies and procedures.
• To liaise with administrators and the relevant department to ensure service user follow-up appointments are made on discharge.

This is not an exhaustive list, please see the attached Job Description and Person Specification for more information on the role requirements and duties.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.