Team Administrator

Job description

Job responsibilities

To deal with incoming telephone referrals and general enquiries and passing this information to relevant members of the team. This will sometimes involve dealing with urgent criteria or challenging situations and will involve contact with clients/carers

Provide a reception service for clients, carers and other visitors to the unit

Input and maintain the clients records on our electronic record Rio

The provision of an administration/secretarial service to the team, including typing and word processing of letters, reports, memos, audio transcriptions, photocopying and faxing in a timely and accurate fashion and where required

Prepare agenda and documentations for meetings within the service

Take minutes of meetings as required within the service

Receive and distribute internal and external mail

Assist in the monitoring and recording of data and statistical information to assist the team in development of quarterly team reports relating to Care Quality Commission (CQC) objectives

Operation of internal information systems

Record statistical information relating to patient information

Maintain and update existing filing systems

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

This job description may vary from time to time following discussion with postholder the line manager

To undertake any training relevant to the post.

Awareness of the Trusts procedures in relation to the office environment e.g. Health and Safety.

The post holder should be comfortable in the use of computer technology, have basic keyboard skills and have the ability to use email.

This is not an exhaustive list of duties and responsibilities and in discussion with the manager the postholder may be required to undertake other duties which fall within the Banding of the post. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.

Person Specification

Training and Qualifications

Essential

• oGCSE Maths & English or equivalent Grades A-C
• oWord Processing/Computer experience essential together with e-mail and Internet experience
• RSA / OCR Level 2 typing qualification or equivalent experience and knowledge
• oAudio typing experience

Desirable

• oKnowledge of Databases and Spreadsheets

Experience

Essential

• oRecent relevant experience working within an office environment
• oExperience of Secretarial duties including audio typing
• oSimilar type of work preferably with a health and Social Care setting

Desirable

• oCommitment to personal development
• oFlexibility and ability to adapt to changing environments

Knowledge and skills

Essential

• oOrganisational skills and the ability to prioritise and plan conflicting and complex work demands
• oGood interpersonal skills
• oOutstanding communication skills and An excellent telephone manner
• oThe ability to navigate IT systems, inc Excel, Word and Powerpoint
• oA caring and sensitive attitude when communicating with staff and patients

Desirable

• oAbility to take minutes of meetings
• oPrevious experience of Rio (patient database)

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 Home Treatment Team

7 Edmund Road

Sheffield

S2 4EA

Employer's website

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