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Band 4 Lead Administrator
3 months ago
Job overview
*Start date 01 Oct 2024.
To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.
The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (RiO). The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.
The post holder will be expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators. The post holder will be expected to work without direct supervision and manage their own workload.
The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions – manager is available for reference but generally, they will manager their own workload.
Main duties of the job
Liaise with a wide range of stakeholders.
Excellent written and verbal communication skills.
Processing sensitive information.
Working effectively in multi-disciplinary environment.
Communicating compassionately with distressed service users and members of staff.
Exercising judgement to deal with enquiries and escalating/ delegating where appropriate.
Organising key meetings, compiling and preparing supporting documentation.
Advising on administrative functions and implementing relevant processes.
Daily line management of Band 3 administrators, utilising staff policy and offering support and guidance.
Preparing and presenting complex reports in a range of formats.
Supporting the Business Coordinator with collating performance data.
Ensuring robust administrative processes are in place where needed.
Taking formal minutes where necessary.
Authorising small payments, timesheets.
Setting up effective office management systems to support service delivery.
Possible management of staff rotas and sickness cover.
Planning own workload to meet regular deadlines.
Prioritising workload frequently and being comfortable setting expectations.
