Directorate Administrator

6 months ago

StokeonTrent, United Kingdom North Staffordshire Combined Healthcare NHS Trust Full time

An exciting opportunity has arisen for a 12 month fixed term contract for a Band 3 Team Administrator to support the Senior Leadership Team of the Community Mental Health Directorate.

You will hold a primary assignment across the Community Directorate but would also be expected to support across all 3 Directorates working closely with the Directorate Administrative Team.

You must be proficient in minute taking, have excellent organisational skills and be able to prioritise their workload.

Planning and organising such as workload, meetings, away days, filing systems etc

Cash office control.

Diary Management.

Maintaining stock levels.

Minuting meetings.

Our Trust is on an incredible journey of innovation and we’d like you to be part of it.

Our vision is ‘To be Outstanding in all we do and how we do it.’ Our teams pride themselves on compassion, team work and resilience. The Trust supports you by offering a flexible shift system including twilight shifts and compressed hours to support working families and our staff parking is free on all our main sites.

As an employee and representative of the Trust, you are required to demonstrate and uphold the Trust’s Values. These are:
**Proud to CARE**:
Compassionate

Caring with compassion, it’s about how we listen, what we say, what we do.

Approachable

Friendly, welcoming, sharing ideas and being open

Responsible

Taking personal and collective responsibility, being accountable for our actions

Excellent

Striving for the best, for high-quality safe care and continually improving.

Responding to appropriate requests for information

Acting on correspondence - responding to, or referring to the appropriate person

Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (i.e. staff, students, external parties)

Liaison with partner services and organisations

Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. photocopying, filing

Handling telephone queries and directing as appropriate.

Assisting patients/clients/relatives during incidental contacts such as phone calls.

2. The role will require capacity to make decisions, which may require consideration of a range of

**options, such as**:
Judgements on how to deal with enquiries, staff/carers/external contacts

Prioritising work, resolving conflicting diary appointments and schedules

3. Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under ‘Specialist/Technical requirements’. This may include activities such as:
Taking and transcribing formal minutes

Producing basic statistical reports

Maintaining information systems

It is probable that the role will require use of VDU equipment for a substantial proportion of time, and does require advanced keyboard skills equivalent to typing at RSA level 3.

4. Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area. Work is managed rather
than supervised.

5. Planning and organisation of straightforward tasks, activities or programmes. This may include activities such as:
Maintaining effective filing systems and electronic databases.

Co-ordinate programmes of work (such as training schedules, events or the use of rooms, setting up of rooms)

Arranging meetings and diary management, managing on-call rotas

6. Responsible for maintaining auditable stock control and/or security of stock, with particular emphasis on cash office and stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.

Receipt of goods

Maintaining stock levels, issuing stock

Cash office control

7. Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8. To undertake surveys or audits, as necessary to own work.

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