Team Administrator

Job overview

We are looking for an organised, proactive, and motivated individual to join our team as a Team Administrator. This is an excellent opportunity for someone with strong communication and organisational skills who enjoys working in a fast-paced environment and providing high-quality support services.

The successful candidate will provide a comprehensive administrative support service to the assigned team, ensuring the smooth and efficient delivery of day-to-day operations. The role will involve a variety of administrative duties and will require flexibility to provide cross-cover support for colleagues across other teams when needed.

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.

Detailed job description and main responsibilities

Key Duties/Responsibilities

• 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 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.
• 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.
• 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.

• 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.
• 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)
• Arranging meetings and diary management, managing on-call rotas.
• 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
• Provide advice or demonstrate own activities or workplace routines to new or less experienced employees in own work area.
• To undertake surveys or audits, as necessary to own work.

Specialist/technical requirements

• LMS, some online mandatory training packages are available via this system
• Lorenzo (ROSE) electronic system, to log all patient contacts
• Microsoft packages i.e. Word, Access, Excel and Outlook.

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.