Senior Administrator

Job overview

The role of the Senior Administrator will be responsible for the provision of a high quality and dedicated administration service to the service leadership teams and their functions.

Main duties of the job

A key requirement of the job is to assist and support the Admin & Buildings Manager organise workload within the service and              co-ordinate activities to ensure that an efficient service is provided. The post holder will be expected to monitor and assess workload amongst the team, including being able to identify and step-in to fill gaps, to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.

The post holder will be responsible for daily workload management, supervision and appraisal of junior admin staff and housekeepers to support the overall function of the admin team and will deputise for the Admin & Buildings Manager when they are not on site.

Detailed job description and main responsibilities

Principal Duties

Team Co-ordination/Workload Management

• Support the Admin & Buildings Manage through day-to-day        co-ordination of workload and activities on site
• Induct new staff and help with building introduction, new starter documentation, completion of all required central processes (IT forms etc. )
• Input into and the management of admin and housekeeper staff rotas
• Take responsibility for, and lead any of the admin work that is required to support gaining accreditation in the service

Governance & Meetings Support

• Support the Governance Officer / Information Analyst for the service in the collation and preparation of information from clinical Patient Information Systems and corporate or local systems (e.g. for sickness absence, annual leave, training etc.)
• Provide admin support for Management and Leadership Meetings, Trust Governance and Quarterly Meetings
• Organise meetings, booking rooms/venues, arranging hospitality etc
• Prepare meeting notes / agendas and take minutes and/or action notes for meetings that may involve internal and external participants and be sensitive to the issues under discussion in meetings

Communication

• Audio/copy typing - this will include reports and dealing with highly confidential, potentially sensitive information about staff or service users
• Prepare documents for external and internal distribution where appropriate
• Produce regular routine information and reports under the direction of the Admin Manager / Management Team
• Set up and maintain efficient filing systems, electronic and paper. Manage a system to ensure prompt handling of correspondence and enquiries into the service
• Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust
• Record and brief the Admin Manager / Management Team of issues whilst away from the service

Finance & Resources

• Preparing invoices for payment and querying / investigating invoice problems
• Ordering supplies, completing requisitions, ensuring stock control etc

Management/Human Resources

• Provide line management, Supervision and annual PDR appraisal to junior Admin roles within the service.  This will include ensuring mandatory training is undertaken
• Delegate tasks appropriately within the administrative function
• Deputise for the Admin & Buildings Manager and cross cover for colleagues within the building and across the wider service as required

General Admin/Other

• Operation of Trust Patient Information System to retrieve and record service user information
• Completion of relevant e-forms on behalf of the Management Team as requested
• Maintain an electronic diary and appointment system for members of the Management Team as requested
• The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security
• Be able to work between sites where required to help support the running of the service

Service Development

• Responsible for ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes to ensure smooth running of the function