Team Administrator
7 months ago
**Job Title - **Team Administrator
**Salary - **£24,000
**Responsible to - **Office Manager
**Location - **Clatterbridge Cancer Centre, Wirral
**Job Summary**
The initial period for this post is 12 months, however, this will be reviewed dependent on business requirements and may be extended.
The post holder will act as administrator, taking direction and also using initiative, to provide an effective administration service and day-to-day support to the PropCare Team.
The role will include travelling to Clatterbridge Liverpool and Aintree sites as required.
Provision of cross-cover as required, assisting the Office Manager during busy periods / periods of absence.
Contribute to the overall success of company objectives and undertake any other duties that might reasonably be requested of the post holder.
**Key Working Relationships**
- Office Manager
- Senior Management Team
- Operations Team
- Projects Team
- Internal and External Stakeholders and Contractors
- External agencies and other Trusts who provide services to PropCare
- A diverse range of Trust staff
**Principal duties and responsibilities include, but are not limited to**:
- Receiving contractors / visitors for the team and informing the appropriate person of their arrival.
- Providing refreshments for visitors, as and when required.
- Ensuring all work undertaken is done so accurately.
- Complying with deadlines as appropriate, including but not limited, to processing invoices, production of minutes / action notes.
- Communicate confidently, courteously and effectively with people at all levels, including senior professionals both orally and in writing.
- Production of staff, visitor and contractor ID badges and any associated trouble-shooting.
- Issuing car park permits and any associated trouble-shooting.
- Production of any reports, as and when requested, relating to the Access Control systems.
- Maintaining records for badge production and car parking.
- Raising purchase orders using the NEP Oracle system.
- Receipting invoices, in a timely and accurate manner, reconciling with Purchase Orders, and ensuring they are sent to the Trust’s finance department for processing.
- Managing correspondence including opening and distribution of mail received.
- Photocopying and scanning.
- Management of team diaries.
- Use of MS Office packages (Outlook, Word, Excel and PowerPoint)
- Organising and administering meetings including taking minutes / action notes.
- Booking meeting rooms / venues and any equipment as necessary.
- Maintain efficient and effective filing system, paper-based and electronic.
- Create, maintain and update record logs in Excel.
- Liaising with internal and external stakeholders e.g. Trust departments, external suppliers.
- Working with the Office Manager to provide robust administrative support, particularly during busy periods and periods of absence by the Office Manager.
- Working closely with all members of the team to provide an effective administrative support service.
- Individual Personal Review (IPR): undertaking an active role in your annual IPR, including setting out aims, objectives and personal development goals with your line manager.
- Reviewing IPR on a six-monthly basis, ensuring open objectives and development goals are updated regularly.
- Any other duties associated with the role.
**Person Specification**
**Education/Qualifications**
**Essential**:
- Good basic educational qualifications (5 or more GCSEs including English and Maths grade C or above) or equivalent qualifications
- Ability to use and demonstrate knowledge of Microsoft Word, Excel, Outlook and PowerPoint
**Desirable**:
- RSAIII/NVQ3 Secretarial qualification or equivalent
**Knowledge and Experience - Essential**:
- Experience of working with a varied customer base including staff, contractors, suppliers etc.
- Full range of secretarial and administrative duties
- Experience of managing/updating spreadsheets
- Prioritising, planning and organising workload
**Skills and Abilities - Essential**:
- Organised, logical and flexible approach towards the role
- Ability to work well and to adapt rapidly in an environment of constantly changing demands and expectations.
- Able to work professionally both independently and as a team member and to promote this with others.
- Excellent interpersonal skills.
- Used to maintaining confidentiality and working discreetly
- Ability to follow policies and procedures
- Good team worker
- Ability to work with limited supervision
- Ability to work towards tight deadlines and targets
- Ability to plan workload, manage diaries, organise appointments.
- Able to work in a methodical, conscientious and reliable way with accuracy and attention to detail
- Ability to demonstrate initiative and deal with confidential and sensitive information
- Ability to cope effectively under pressure
- Friendly, approachable and diplomatic
**Desirable - **Knowledge of procurement processes
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