Team Administrator

7 months ago

Wakefield, United Kingdom Mid Yorkshire Teaching NHS Trust Full time

The post-holder will be required to provide a comprehensive fundraising and administrative support service to the Planning & Partnerships Team, including MY Hospitals Charity in accordance with Trust policies and procedures. The post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative, to instruction and as part of a team in line with the standard operating procedures. Key Responsibilities To ensure that incoming post addressed to the Fundraising Team is promptly collected, sorted, recorded and actioned as appropriate. To ensure that outgoing post is processed appropriately and to timescales to reach recipients in a timely way.

This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Ability to provide, receive and interpret complex information pertaining to Fundraising including reviewing and recording on Financial reports Assist the Planning & Partnerships Team with daily administrative tasks, for example printing of meeting papers, collation of daily brought forward systems.

To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To undertake diary management tasks by arranging appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required. Assist to support key Work streams, including the ability to report competently using Microsoft Office packages, with the ability to present as needed. Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.

Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures. Preparation/circulation of documentation for meetings as instructed by the team and within prescribed timescales. Preparation of other documents, e.g. policies, procedures, presentations as instructed.

In addition to playing a key role in reviewing and continuously contributing towards positive change in the organisation Preparation of orders and receiving of goods/services in order to maintain efficient running of the service, including stationary orders. Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work. Keep appropriate statistical records/information as and when required.

This may involve entering statistical data onto databases. To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures.

The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. To provide full cover during times of planned and un-planned leave of other administrative personnel within the team To assist with fundraising events both on and off site such as fundraising stalls/promotional events/therapy husky visits/Cheque presentations.

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