Baywide Team Administrator

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 adhoc routine letters) eg, 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 patient confidentiality and seek guidance when unsure

Facilitate and plan meetings as requested

Excellent interpersonal and communication skills both written and verbal

Able to deal confidentially and tactfully with people at all levels

Willingness to embrace new ways of working / changes.

Patient/Clients and their relatives and other agencies

Professionals and colleagues across the Trust (Managers, Community Staff, Administrators) and disciplines (nursing, social care, therapists) Office based environment with contact via telephone, electronic and paper correspondence

Analytical and Judgemental Skills

Maintain and monitor staff records eg: annual leave, sickness and personal contact information

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 Organisational Skills

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

Complete monthly Manpower Spreadsheets for the teams

Provide support and cover for absence within the team to maintain continuity of support re-assessing workload and priorities as necessary

Responsibility for Patient/Client Care, Treatment and Therapy

Act as principle point of contact for the team from within / outside the Trust assist people attending meetings where appropriate

Take messages for the Team, ensuring accurate details are taken and relevant messages forwarded

Ability to identify urgency of calls for action accordingly

Responsibility for Administration

Maintain electronic diaries, booking and rescheduling 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

Maintain filing systems, both manual and electronic

Maintain office records ensuring they are kept up to date with relevant information (staff attendance, training and contact directories)

Review and update of patient/client records on bespoke database ensuring accurate recording and retrieval of data

Undertake general office duties to include dealing with post, photocopying, faxing and associated tasks

Responsibility for Policy and Service Development Implementation

Adhere to all Trust and department policies and procedures relating to your role

Participate in regular team meetings to review administration services

Maintain and continue to improve knowledge and understanding of the Trust including systems, policy and current issues, particularly to own area of work

Contribute to the development of effective administrative systems, ensuring implementation across the Team

Responsibility for Finance, Equipment and Other Resources

The post holder will order stationery and other necessary items for the team via the procurement system

Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist

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, Training, 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

Undertake all Mandatory training required for this role and is kept up to date

Participate in any training appropriate for role

Assist in the induction of new staff

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

Deal with any IT issues that arise within the team

Person Specification

Qualifications and Training

Essential

• Good standard of education, to GCSE level ( or equivalent)
• Evidence of continuing professional and personal development
• NVQ Level 2 Business Administration

Desirable

• ECDL (European Computer Driving Licence)
• RSA Level 3, or equivalent
• NVQ Level 3 Business Administration

Knowledge and Experience

Essential

• Ability to provide a high standard of secretarial support for meetings - eg. organising, booking venues and minute taking
• Flexible and adaptable approach.
• Ability to work with minimum supervision and on own initiative
• High degree of accuracy and attention to detail.
• Effective team player
• Ability to communicate at all levels
• Ability to respect confidentiality and deal with matters of a sensitive nature
• Ability to time manage and organise work effectively and be able to work under pressure with frequent interruptions

Specific Skills

Essential

• oAdministration of Safeguarding S42 processes -Facilitation of meetings, effective minute taking and document distribution
• oPresentation of various documentation using Microsoft office
• oUse of bespoke database for data input and retrieval
• oEffective management of Outlook
• oExcellent organisation skills with the ability to prioritise work of self and others whilst dealing with conflicting demands

Desirable

• oExperience of working in a multi-disciplinary environment

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

Union House, Torquay

89 Union Street

Torquay

TQ1 3YA

Employer's website

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