Team Administrator

Job overview

NOTE:  This role is not eligible for sponsorship

Team Administrator - Band 3 - Part Time - 17 hours per week - Substance Misuse Services:

Are you an experienced Team Administrator? Are you looking for a challenge in a Team Administration role? Then come and join us at the Substance Misuse Service. We have an exciting opportunity for an experienced Team Administrator on a part time basis (17 hours per week) within our secretarial team.

Primarily working for the Substance Misuse Team, 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 and audio-typing and have a working experience of digital dictation.

In return we can offer you:

• A supportive & friendly working environment
• Active encouragement to learn and develop within your role
• Dedicated career pathways and great opportunities for continuing professional development
• Commitment to, and support for your wellbeing

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

• 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.