Administrator (Work Experience)

Job description

Job responsibilities

Communication and working relationships

• Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective and accurate
• Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) e.g., reports, presentations, audio recording of minutes and use of the Trust intranet and internet as required
• To ensure that all communication is within the boundaries of client confidentiality and seek guidance when unsure
• Excellent interpersonal and communication skills both written and verbal

Analytical and judgemental

• Proactively support cover for other team members in times of absence
• Use own judgement involving facts or situations to resolve problems
• Ability to work under pressure

Planning and organisation

• Able to plan, organise, prioritise, coordinate and work flexibly
• Ability to work without direct supervision on a day to day basis
• Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence
• Support and facilitate meetings

Policy and service development

• Adhere to all Trust and department policies and procedures relating to your role
• Participate in regular team meetings to review administration services

Responsibility for finance, equipment and other resources

• The post holder will order stationery and other necessary items for the team via the procurement system
• Ensure the proper use of the Trust resources, such as stationery, telephone usage, photocopying and other consumables used within the course of business. Ensuring minimal waste and cost

Responsibility for supervision, leadership and management

• The post holder will have no managerial supervision responsibilities but is expected to be a good example to other staff and use their experience to assist/ guide new starter inductions
• Participate in regular supervision sessions with their line manager in accordance with Trust Policy

Information technology and administrative duties

• Post holder is partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required
• Take and distribute formal minutes as necessary
• Maintain efficient and effective electronic / paper filing systems
• Produce confidential correspondence and reports
• Maintain electronic diaries, booking and re-scheduling appointments
• Produce documents via copy, composing non-routine letters as necessary
• Facilitation of meetings: source suitable venues, recording of notes/ minutes and distribution of associated paperwork and to follow-up actions as necessary

For full details, please refer to the job description attached to this vacancy. We recommend you personalise your supporting statement against our job description / person specification, to highlight your suitability for this role.

For an informal chat, please contact our Volunteering and Employability Manager, Stephanie Robey on 01803 656272 orstephanie.robey@nhs.net

Person Specification

Knowledge

Essential

• Computer Literate
• Good working knowledge of Microsoft Office packages including Outlook, Word, Excel.

Desirable

• Good knowledge of a wide range of office procedures

Experience

Essential

• Clerical, administrative or reception experience
• Ability to communicate effectively
• Interpersonal and organisational skills
• Ability to prioritise workload

Desirable

• Clerical, administrative or reception experience
• Experience with minute taking
• Experience within a customer care, healthcare, education or social care setting

Qualifications

Essential

• Good general education e.g. GCSEs or equivalent.

Desirable

• NVQ level 3 Business Administration or equivalent experience

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.

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Regent House

Regent Close

Torquay

TQ2 7AN

Employer's website

https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)