Team Admin Coordinator

3 months ago

Basingstoke, United Kingdom Southern Health NHS Foundation Trust Full time

Key Result Areas Support services To provide effective secretarial support including diary management, phone calls and typing correspondence producing documents to a good standard, using Trust templates, in line with Trust guidelines. To arrange, prepare the agenda for and take minutes of team meetings and other meetings as directed. To lead on the administration process for the recruitment of staff i.e., sending interview letters, servicing interview panel and liaising with recruitment team subsequent to interview. In conjunction with the manager organise and co-ordinate staff training.

To compile monthly absence returns for staff for sign off. To maintain records of sickness/absence/leave for the team. To maintain up to date staff details including emergency contacts details etc. To provide/obtain reports and data as required.

Administration To provide a comprehensive and professional secretarial and administration service to the team. To operate and update computerised database systems including trust systems and any bespoke systems local to the team. To operate and update any waiting lists contained within the team. To maintain comprehensive paper and electronic filing systems.

To provide support to colleagues in relation to difficult or anxious service users, carers and relatives be it face to face or over the phone. To organise any additional resources required for appointments or meetings, for example, interpreters. To participate in a rota to cover reception duties if required Administration systems and staff In conjunction with the manager set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associated individuals, including accessibility of policies/procedures/information, safe and secure storage of service user records, effective filing systems, communications systems, referral systems and personnel records. To maintain an overview of the administration function and workflow within the team discussing any areas of concern with the manager.

To co-ordinate the work of other administrative staff within the team, delegating responsibilities, monitoring performance and maintaining high standards and good practice amongst the administrative staff and administrative systems. In conjunction with the service manager be actively involved in the recruitment and retention of administrative staff, i.e. short-listing and interviewing. To ensure there is adequate cover provided amongst administrative staff during times of annual leave, training and sickness.

Office Management To liaise with the building manager regarding building wide protocols including moving equipment, phone lines and building security. To be responsible for staff induction with regard to safety and security including setting the burglar alarm, ensuring that staff follow the appropriate procedure in notifying late clinics and their presence in the building by using lone worker protocol. To take responsibility for effective use of office supplies. To manage petty cash floats and any other financial procedures in line with Trust procedures Order stock and non-stock items on the Oracle system.

General To carry out any other duties in line with the grade and scope of the post, working as part of the team and to cover as necessary for annual leave and sickness. To assist with any additional duties the clinical team may take on. To act as a resource on ICT matters, as appropriate To participate in the Trusts supervision and appraisal system. To ensure that own essential training is maintained and up to date.

To attend any local training/development sessions as appropriate. Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

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