Team Administrator

Job description

Job responsibilities

JOB DESCRIPTION

Post - Team Administrator

Salary Grade - Band 4 £22,076-£24,700

Reporting to - CEO

Accountable to - CEO

PURPOSE OF THE ROLE

The post holder will be providing administration support for the senior management team and specifically the CEO. The postholder will be responsible for sending complex correspondence, diary management, organising and minuting meetings and arranging meetings. They will also be a first line enquiry point for the CEO.

MAIN DUTIES AND RESPONSIBILITIES

· To provide comprehensive personal assistance, administrative and secretarial support to the Senior Management team.

· Understand and develop a broad spectrum of knowledge covering the key work areas covered by the senior management team to enable effective support to be provided.

· Manage the CEO’s office.

· Maintain a library of company policies and take the lead on coordinating policy review and update.

· Provide diary management for the CEO where required.

· To organise key meetings, co-ordinate the invitations, preparation of the agendas.

· Take minutes and disseminate within reasonable timescales.

· Take actions from meetings as appropriate.

· To organise the Senior Management Team diaries, to achieve effective time-management.

· Make arrangements for travel, meetings, catering, refreshments and booking of rooms.

· To provide and receive complex, sensitive information, which includes liaising with internal & external organisations.

· To produce reports, including Spreadsheets.

· To handle telephone enquiries, some of which could potentially be sensitive, and liaise with a variety of sources within and outside PartnersHealth.

· To undertake projects when required.

· Handling private and confidential information in a professional manner.

· Open and screen post for the CEO which will include generating own correspondence and undertaking intermediary action.

· Organise, maintain and update electronic diaries and contacts or distribution lists.

· Maintaining a grip on diary commitments, including proactively sourcing alternative attendees and/or cover when necessary.

· Attend meetings as required both internally and externally and ensure papers are prepared and circulated in good time; take accurate minutes and record attendance.

CULTURAL

Learning & Development

Ensure continuing education, training and development is undertaken to meet role specific and governance guidelines for Continuing Professional Development.

Continue to develop soft skills and emotional intelligence in line with the requirements and culture and to uphold the values and culture of PartnersHealth.

Safeguarding Responsibilities

The organisation takes the issues of Safeguarding Children, Adults and addressing domestic violence very seriously. All employees have a responsibility to support the organisation in our duties by:

• Attending mandatory training on Safeguarding children and adults.
• Making sure they are familiar with their and the organisation’s requirements under relevant legislation.
• Adhering to all relevant national and local policies, procedures, practice guidance (e.g. LSCB Child Protection Procedures and Practice Guidance) and professional codes.
• Reporting any concerns to the appropriate authority.

Mobility

Employees may be required to work at any sites within the PCN

BEHAVIOURS

PartnersHealth staff should strive towards following behaviours to support their professional development and working life.

o Communicate appropriately and clearly and also know when to listen

o Polite and professional at all times

o Self- starting, inquisitive and determined

o Organised, Structured and Purposeful

o Diplomatic, Tactful, Emotionally Aware

o Determined, Focused and Resilient

o Self -Aware as an individual or part of a team

o Happy to Contribute, Respectful, Adaptable

o Eager to learn and seek the highest outcomes

o Patient and outcome focused

o Respectfully challenging and decisive

o Know when to ask for help

o Work Safely

o Visible leadership and consistent management

ADMINISTRATION & GENERAL

As an employee of PartnersHealth, it is expected that you will take due diligence and care in regard to any information collected, recorded, processed or handled by you during the course of your work and that such information is collected, recorded, processed and handled in compliance with Practice requirements and instructions.

To work to the agreed standards, policies and procedures, values and beliefs of the organisation.

The duties of this post are a guide to the range of responsibilities that may be required. These may change from time to time to meet the needs of the service and/or the development needs of the post holder. This job description will be revised regularly to take account of changes within the organisational structure and the practice business plan.

Person Specification

Qualifications

Essential

• MS Office/Admin qualification
• 2-5 years experience or administration in an office
• Evidence of continued professional development

Desirable

• Knowledge of working in primary care

Circumstances

Essential

• Car owner/driver, with exclusive access to a vehicle
• Able to participate in on-call advice and support service
• Ability to work alone in the primary care setting

Experience

Essential

• Experience of working within a multi-disciplinary team and across organisational boundaries
• Evidence of excellent organisational and planning skills
• Ability to manage and prioritise workload.
• Ability to work flexibly to meet the needs of the service.
• Excellent communication skills written and verbal
• Pro-active approach to change management
• Good understanding of the national strategic context of the NHS
• Able to give appropriate telephone advice
• Advanced IT skills in word processing, excel and e-mail.
• Experience in using I.T. systems.
• Record keeping skills.
• Understanding of Confidentiality and the Data protection Act
• Ability to participate in audit and standard setting
• Awareness of equality and valuing diversity principles
• Able to work on own initiative, but knows limitations of own competencies

Employer details

Employer name

PartnersHealth

Address

Rivermead

Cotgrave

Nottingham

NG12 3UQ

Employer's website

https://www.partnershealth.co.uk (Opens in a new tab)