Band 4 Team Coordinator

Job description

Job responsibilities

Team Co-ordination/Workload Management

Support the Admin & Buildings Manager through day-to-day co-ordination of workload and activities on site

Induct new staff and help with building introduction, new starter documentation, completion of all required central processes (IT forms etc.)

Input into and the management of admin and housekeeper staff rotas

Take responsibility for, and lead any of the admin work that is required to support gaining accreditation in the service.

Governance & Meetings Support

Support the Governance Officer / Information Analyst for the service in the collation and preparation of information from clinical Patient Information Systems and corporate or local systems (e.g. for sickness absence, annual leave, training etc.)

Provide admin support for Management and Leadership Meetings, Trust Governance and Quarterly Meetings.

Organise meetings, booking rooms/venues, arranging hospitality etc.

Prepare meeting notes / agendas and take minutes and/or action notes. for meetings that may involve internal and external participants and be sensitive to the issues under discussion in meetings.

Communication

Audio / copy typing - this will include reports and dealing with highly confidential, potentially sensitive information about staff or service users.

Prepare documents for external and internal distribution where appropriate.

Produce regular routine information and reports under the direction of the Admin Manager / Management Team.

Set up and maintain efficient filing systems, electronic and paper. Manage a system to ensure prompt handling of correspondence and enquiries into the service.

Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust.

Record and brief the Admin Manager / Management Team of issues whilst away from the service

Finance & Resources

Preparing invoices for payment and querying / investigating invoice problems.

Ordering supplies, completing requisitions, ensuring stock control etc.

Management/Human Resources

Provide line management, Supervision and annual PDR appraisal to junior Admin roles within the service. This will include ensuring mandatory training is undertaken.

Delegate tasks appropriately within the administrative function

Deputise for the Admin & Buildings Manager and cross cover for colleagues within the building and across the wider service as required

General Admin/Other

Operation of Trust Patient Information System to retrieve and record service user information.

Completion of relevant e-forms on behalf of the Management Team as requested

Maintain an electronic diary and appointment system for members of the Management Team as requested.

The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security.

Be able to work between sites where required to help support the running of the service.

Service Development

Responsible for ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes to ensure smooth running of the function.

Person Specification

Communication

Essential

• oExcellent communication and interpersonal skills with the ability to remain tolerant, receptive and responsive to people accessing the service
• oExcellent telephone manner.

Desirable

• oAbility to handle direct requests for information/contact from service users.

Workload

Essential

• oAbility to prioritise workload.
• oAbility to manage and generate own workload effectively.

Desirable

• oAbility to adapt to varying demands of the job role.

Team work and Confidentiality

Essential

• oTo be able to work as part of a team
• oResponsible approach to dealing with confidential issues.

Desirable

• oWillingness and ability to work flexibly.

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

Sheffield Health and Social Care NHS Foundation Trust

Address

Older Adult Community Services Edmund Road

7 Edmund Road

Sheffield

S2 4EA

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)