Team Support Administrator
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
The closing date is 28 January 2025
Job summary
As our Team Support Administrator you will be responsible for the provision of comprehensive administrative support to Community Services Managers; this will include liaison with Clinical and Non-Clinical Team Leaders and administrative staff to support effective high-quality services.
This is a full time role (37.5 hours) across Monday to Friday 9am to 5pm based at Chandler House.
Previous applicants will not be considered
Main duties of the job
You will have an excellent knowledge of secretarial and administrative procedures. Providingadministrative duties to support the staff management of clinical teams.
This may require regular travel and working within each of the services based across the Wigan Borough. You must be able to travel across Trust independently.
You will organise and support meetings across the division; this will include preparing agendas and taking minutes.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Job description
Job responsibilities
Planning and Organisational Duties
- The post holder will be responsible for undertaking administrative procedures, contributing to changes to improve work practices to enable the most effective use of available resources.
- Creating and completing any spreadsheets as required by admin and clinical teams.
- Support the Health Integration Managers and Clinical Team Leaders in administrative tasks for the services.
- Assist in the collection of appropriate data and maintain and update spreadsheets as required informing Health Integration Managers of problems in a timely manner.
- Archiving any appropriate information as required by services and whilst adhering to policy.
- Completion of audits as requested by the Health Integration Managers or Clinical Team Leaders.
- To open and distribute post ensuring all urgent letters and documentation are brought the attention of the appropriate manager.
- To filter / action incoming calls and recording of messages.
- To collate and record staff information regarding professional registration, role information, sickness, annual leave and mandatory training.
- Arrange meetings, prepare agendas and produce action plans, take and transcribe minutes of meetings, ensuring they are accurate and distributed in a timely manner.
- To ensure effective follow up of actions from meetings through liaison with members of the division and other divisions / organisations as appropriate.
- Distribute relevant documentation to all clinical and non-clinical teams as required.
- To collate data and statistics for the service and participate in the collection of data from regular audits ensuring typing of reports.
- Ensuring any data entry that may be requested is completed accurately and in a timely manner.
- To ensure the asset register for all services is updated and maintained; the post holder will ensure staff report any faults and escalate the maintenance or replacement of equipment as appropriate.
- Prioritise workload effectively to ensure response times are maintained and agreed timescales are met.
- To have a full understanding of all Microsoft Office Suite.
Communications and Key Working Relationships
Providing a point of contact for liaising with:
- Work closely and collaboratively with the Administrators and PAs of Team Support.
- Health Integration Managers, Clinical Team Leaders, Admin Services colleagues and managers, maintaining all necessary records and spreadsheets.
- Work proactively with the clinical team leaders to provide a safe, efficient, and effective administrative service to the clinical team staff.
- Liaise with the Admin and Clinical Triage Teams when required.
- To be able to communicate effectively in a variety of ways with managers, staff, patients and carers to ensure the smooth delivery of the service in an efficient, tactful, sensitive and professional manner, this may include telephone, video conferencing or face to face.
- To plan and organise meetings with internal and external stakeholders. Liaising with core members from different organisations. This requires good communication skills and time management.
- Ensuring that information is cascaded in a timely manner to colleagues and staff.
Responsibility for Finance
The post holder will:
- Participate in ensuring the effective use of all financial resources in providing and delivering the service when supporting the Health Integration Managers.
- Demonstrate awareness of the need for Cost Improvement Programmes within the service
- Assist in ensuring that the service is delivered within the existing financial constraints
- Ordering resources for the team as required using the SBS system and liaising with the Procurement Team.
- To maintain stock level of appropriate stationary and ensure ordered in a timely manner
Responsibility for Human Resources
The post holder will:
- Ensure adherence to trust HR policies and Procedures
- To respect the individuality, values, culture and religious diversity of clients and contribute to the provision of a service sensitive to these needs.
- To maintain patient and staff confidentiality at all times.
- To exercise good personal time management, punctuality and consistent attendance.
- Maintain own professional development and mandatory training.
- Actively participate in the Trusts appraisal system and supervision by highlighting areas of good personal practice or development needs.
Job description
Job responsibilities
Planning and Organisational Duties
- The post holder will be responsible for undertaking administrative procedures, contributing to changes to improve work practices to enable the most effective use of available resources.
- Creating and completing any spreadsheets as required by admin and clinical teams.
- Support the Health Integration Managers and Clinical Team Leaders in administrative tasks for the services.
- Assist in the collection of appropriate data and maintain and update spreadsheets as required informing Health Integration Managers of problems in a timely manner.
- Archiving any appropriate information as required by services and whilst adhering to policy.
- Completion of audits as requested by the Health Integration Managers or Clinical Team Leaders.
- To open and distribute post ensuring all urgent letters and documentation are brought the attention of the appropriate manager.
- To filter / action incoming calls and recording of messages.
- To collate and record staff information regarding professional registration, role information, sickness, annual leave and mandatory training.
- Arrange meetings, prepare agendas and produce action plans, take and transcribe minutes of meetings, ensuring they are accurate and distributed in a timely manner.
- To ensure effective follow up of actions from meetings through liaison with members of the division and other divisions / organisations as appropriate.
- Distribute relevant documentation to all clinical and non-clinical teams as required.
- To collate data and statistics for the service and participate in the collection of data from regular audits ensuring typing of reports.
- Ensuring any data entry that may be requested is completed accurately and in a timely manner.
- To ensure the asset register for all services is updated and maintained; the post holder will ensure staff report any faults and escalate the maintenance or replacement of equipment as appropriate.
- Prioritise workload effectively to ensure response times are maintained and agreed timescales are met.
- To have a full understanding of all Microsoft Office Suite.
Communications and Key Working Relationships
Providing a point of contact for liaising with:
- Work closely and collaboratively with the Administrators and PAs of Team Support.
- Health Integration Managers, Clinical Team Leaders, Admin Services colleagues and managers, maintaining all necessary records and spreadsheets.
- Work proactively with the clinical team leaders to provide a safe, efficient, and effective administrative service to the clinical team staff.
- Liaise with the Admin and Clinical Triage Teams when required.
- To be able to communicate effectively in a variety of ways with managers, staff, patients and carers to ensure the smooth delivery of the service in an efficient, tactful, sensitive and professional manner, this may include telephone, video conferencing or face to face.
- To plan and organise meetings with internal and external stakeholders. Liaising with core members from different organisations. This requires good communication skills and time management.
- Ensuring that information is cascaded in a timely manner to colleagues and staff.
Responsibility for Finance
The post holder will:
- Participate in ensuring the effective use of all financial resources in providing and delivering the service when supporting the Health Integration Managers.
- Demonstrate awareness of the need for Cost Improvement Programmes within the service
- Assist in ensuring that the service is delivered within the existing financial constraints
- Ordering resources for the team as required using the SBS system and liaising with the Procurement Team.
- To maintain stock level of appropriate stationary and ensure ordered in a timely manner
Responsibility for Human Resources
The post holder will:
- Ensure adherence to trust HR policies and Procedures
- To respect the individuality, values, culture and religious diversity of clients and contribute to the provision of a service sensitive to these needs.
- To maintain patient and staff confidentiality at all times.
- To exercise good personal time management, punctuality and consistent attendance.
- Maintain own professional development and mandatory training.
- Actively participate in the Trusts appraisal system and supervision by highlighting areas of good personal practice or development needs.
Person Specification
Qualifications
Essential
- Audio typing qualification or equivalent experience
- NVQ 3 in Business Administration/Customer Care or equivalent experience
Desirable
- RSA Level III in typing or equivalent experience
Experience
Essential
- Experience working in a secretarial role
- Experience with Microsoft Word and other Microsoft packages including external databases and software systems
- Experience of working alone and as part of a team
- Experience in dealing with the public
Desirable
- Previous NHS experience
- Experience of NHS computer systems
Skills
Essential
- Good numerical skills for compilation of statistics
- Excellent telephone manner and interpersonal skills
- Good typing skills, including speed and accuracy
- Good attention to detail
- Demonstrate good organisational/prioritising skills.
- Excellent communicator, both verbal and written
- Good time management skills.
Knowledge
Essential
- Knowledge of Microsoft Word, Excel Spread sheets, Access Database and PowerPoint packages
Desirable
- Knowledge of e-Roster
- Knowledge of medical terminology
Additional
Essential
- Demonstrate an understanding of the importance of confidentiality in dealing with patient's and staff details and work in a confidential manner and an understanding of the Data Protection Act.
- Able to speak to English to an appropriate standard
- Flexible to meet service demand
- The ability to travel independently across the Trust, including all community premises as required
- Demonstrate an understanding of the importance of confidentiality in dealing with patient and staff details and work in a confidential manner and an understanding of the Data Protection Act.
Person Specification
Qualifications
Essential
- Audio typing qualification or equivalent experience
- NVQ 3 in Business Administration/Customer Care or equivalent experience
Desirable
- RSA Level III in typing or equivalent experience
Experience
Essential
- Experience working in a secretarial role
- Experience with Microsoft Word and other Microsoft packages including external databases and software systems
- Experience of working alone and as part of a team
- Experience in dealing with the public
Desirable
- Previous NHS experience
- Experience of NHS computer systems
Skills
Essential
- Good numerical skills for compilation of statistics
- Excellent telephone manner and interpersonal skills
- Good typing skills, including speed and accuracy
- Good attention to detail
- Demonstrate good organisational/prioritising skills.
- Excellent communicator, both verbal and written
- Good time management skills.
Knowledge
Essential
- Knowledge of Microsoft Word, Excel Spread sheets, Access Database and PowerPoint packages
Desirable
- Knowledge of e-Roster
- Knowledge of medical terminology
Additional
Essential
- Demonstrate an understanding of the importance of confidentiality in dealing with patient's and staff details and work in a confidential manner and an understanding of the Data Protection Act.
- Able to speak to English to an appropriate standard
- Flexible to meet service demand
- The ability to travel independently across the Trust, including all community premises as required
- Demonstrate an understanding of the importance of confidentiality in dealing with patient and staff details and work in a confidential manner and an understanding of the Data Protection Act.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
