Team Administrator

Job overview

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• North Staffordshire Combined Healthcare NHS Trust
• Midlands Partnership University NHS Foundation Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board

Are you an experienced Team Administrator?  Are you looking for a challenge in a Team Administrator role?  Then come and join us in the Crisis Care Centre at the Harplands Hospital.  We have an exciting opportunity for an experienced Team Administrator within our Team.

Primarily working for the Crisis Care Centre, the successful candidate will have excellent communication skills, recent secretarial/administration experience and be well organised.

Applicants need to be qualified and proficient at minute taking.

Main duties of the job

This role is to provide a comprehensive administrative support service to the assigned Team, cross-covering for peers in other Teams as required and willing to be flexible.  This will involve, relevant experience in an administration role, experience of minute taking, RSA Stage 3 or equivalent, good computer skills.

- Experience of electronic / manual filing systems

- Experience using office equipment

- Excellent prioritisation skills

- Excellent written and verbal communication skills

- Strong team worker

-  Willingness to undertake relevant training courses

Detailed job description and main responsibilities

1. Providing and receiving routine information which may sometimes require tact or persuasive skills or  skills to overcome barriers to understanding. This may also involve providing and receiving complex or  HR Use Only Job Ref: CHC_GENAC03 Band 4 Medical Secretary/Admin Lead Directorate Senior Business Administrator Band 3 Team Administrator CHC_GENAC03 (March2019) 2 sensitive information, and providing advice, instruction or training to groups where the subject matter  is straightforward. In particular, this will involve:  Responding to appropriate requests for information  Acting on correspondence – responding to, or referring to the appropriate person   Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience  and topic area (i.e. staff, students, external parties)  Liaison with partner services and organisations  Preparation/completion of routine documents, including letters, reports, presentations and  forms e.g. photocopying, filing  Handling telephone queries and directing as appropriate.   Assisting patients/clients/relatives during incidental contacts such as phone calls. 2. The role will require capacity to make decisions, which may require consideration of a range of options,  such as:  Judgements on how to deal with enquiries, staff/carers/external contacts  Prioritising work, resolving conflicting diary appointments and schedules 3. Responsible for data entry, text processing or storage of data compiled by others, utilising paper or  computer based data entry systems. Particular systems used in this role are detailed under  ‘Specialist/Technical requirements’. This may include activities such as:  Taking and transcribing formal minutes  Producing basic statistical reports  Maintaining information systems It is probable that the role will require use of VDU equipment for a substantial proportion of time, and  does require advanced keyboard skills equivalent to typing at RSA level 3. 4. Understanding of a range of routine work procedures some of which may fall outside of the immediate  work area. To be guided by precedent and clearly defined occupational policies, protocols procedures  and codes of conduct relevant to work area. Work is managed rather than supervised. 5. Planning and organisation of straightforward tasks, activities or programmes. This may include  activities such as:  Maintaining effective filing systems and electronic databases.   Co-ordinate programmes of work (such as training schedules, events or the use of rooms,  setting up of rooms) CHC_GENAC03 (March2019) 3  Arranging meetings and diary management, managing on-call rotas 6. Responsible for maintaining auditable stock control and/or security of stock, with particular emphasis  on cash office and stationary but also extended to the management and control of other resources  such as clinical/medical stock or projectors and laptops.  Receipt of goods  Maintaining stock levels, issuing stock  Cash office control  7. Provide advice, or demonstrate own activities or workplace routines to new or less experienced  employees in own work area. 8. To undertake surveys or audits, as necessary to own work.