Senior Administrator

6 months ago

Lincoln, United Kingdom Lincolnshire Partnership NHS Foundation Trust Full time

An exciting and unique opportunity has arisen within the Adult Community Division for a B4 CMHT Locality Senior Administrators. You will directly support the CMHT Service Manager, with general administrative duties, but will include diary management, data collation and preparation, meeting organisation, including minute taking and sourcing rooms where needed. In addition, you will be responsible for supporting and supervision of the B3 administration staff across the locality.

As this is a new role, there will be an opportunity for your skills and strengths to be utilised. So if you have proven experience in administration, including minute taking, time and diary management, along with working in a busy and at times pressurised environment? Are you independently able to travel mainly across the locality, but at time cross cover and support may be required in other localities. Are you, confident, adaptable, organised and able to work on your own initiative, for a role where no two days should be the same?

To provide efficient and effective direct support to the Locality Service Manager, including diary management, minute taking and meeting preparation, along with ordering of IT equipment and other resources, in addition to other tasks when needed.

Supporting team administrators within the locality. The potholder will be expected to act on their own initiative, providing cover/support and supervision for the team administrators as necessary to facilitate effective service function

To undertake administrative duties in support of clinical and non-clinical activity in the locality, ensuring administrative support is available to management and members of the team as appropriate.

**This will include, but is not limited to**:
Overseeing the band 3 administrators workloads

Providing supervisions and appraisals for band 3 administrators

Identifying and maintaining Training Needs Analysis for the service

Accessing, running and developing reporting tools

Representing the service at appropriate meetings and forums

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this

We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

To provide full administrative support to the locality Service Manager, including where needed Team Managers. This may include dealing with incoming mail, the provision of minute taking, preparation and distribution service and maintaining details of the team’s whereabouts and ensuring good communication flows both internal and external to the service and the Trust.

In addition to item 2 (Main duties of the job) above, duties will include:
Organising training schedules

Diary management

Supporting and preparing training sessions

Liaising with internal and external providers, including Education Providers

Gathering information

Inputting data accurately

Navigating and updating clinical systems and electronic databases

Supporting meetings, including the arranging, distribution of papers and note / minute taking

Ensuring good communication flows at all times through effective liaison

Maintaining the services’ shared online workspace

To ensure confidentiality is maintained at all times adhering to Trust and national policy regarding same.

Managing own workload, seeking advice when required

Performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying, filing, scanning and faxing in accordance with current trust procedures.

Using communication, word processing and organisation skills

To have a thorough working knowledge of electronic systems including e mail, online workspaces, Clinical systems and Datix and to update these systems in a timely and accurate manner where required.

To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.

To prepare and process documentation in respect of the electronic ordering, receipt

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