Team Support Administrator

2 months ago

Wigan, Wigan, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time

Job Overview

As a Team Support Administrator at Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust, you will play a vital role in providing comprehensive administrative support to Community Services Managers. This will involve liaising with Clinical and Non-Clinical Team Leaders and administrative staff to ensure the effective delivery of high-quality services.

This is a full-time role, working 37.5 hours per week, Monday to Friday, 9am to 5pm, based at Chandler House. The successful candidate will be responsible for providing administrative duties to support the staff management of clinical teams, including regular travel and working within each of the services based across the Wigan Borough.

Main Duties of the Job

You will have an excellent knowledge of secretarial and administrative procedures, including:

  • Providing administrative duties to support the staff management of clinical teams
  • Organising and supporting meetings across the division, including preparing agendas and taking minutes
  • Collating and recording staff information regarding professional registration, role information, sickness, annual leave, and mandatory training
  • Arranging meetings, preparing agendas, and producing action plans, taking and transcribing minutes of meetings
  • Ensuring effective follow-up of actions from meetings through liaison with members of the division and other divisions/organisations as appropriate
  • Distributing relevant documentation to all clinical and non-clinical teams as required
  • Collating data and statistics for the service and participating in the collection of data from regular audits
  • Ensuring any data entry that may be requested is completed accurately and in a timely manner
  • Updating and maintaining the asset register for all services
  • Prioritising workload effectively to ensure response times are maintained and agreed timescales are met

Communications and Key Working Relationships

You will provide a point of contact for liaising with:

  • Work closely and collaboratively with the Administrators and PAs of Team Support
  • Health Integration Managers, Clinical Team Leaders, Admin Services colleagues, and managers, maintaining all necessary records and spreadsheets
  • Work proactively with the clinical team leaders to provide a safe, efficient, and effective administrative service to the clinical team staff
  • Liaise with the Admin and Clinical Triage Teams when required
  • Communicate effectively in a variety of ways with managers, staff, patients, and carers to ensure the smooth delivery of the service in an efficient, tactful, sensitive, and professional manner

Responsibility for Finance

You will participate in ensuring the effective use of all financial resources in providing and delivering the service, including:

  • Assisting in ensuring that the service is delivered within the existing financial constraints
  • Ordering resources for the team as required using the SBS system and liaising with the Procurement Team

Responsibility for Human Resources

You will ensure adherence to trust HR policies and procedures, including:

  • Respecting the individuality, values, culture, and religious diversity of clients and contributing to the provision of a service sensitive to these needs
  • Maintaining patient and staff confidentiality at all times
  • Exercising good personal time management, punctuality, and consistent attendance
  • Maintaining own professional development and mandatory training
  • Actively participating in the Trust's appraisal system and supervision by highlighting areas of good personal practice or development needs

Person Specification

The ideal candidate will have:

  • Audio typing qualification or equivalent experience
  • NVQ 3 in Business Administration/Customer Care or equivalent experience

Desirable Criteria

The ideal candidate will also have:

  • RSA Level III in typing or equivalent experience

Experience

The ideal candidate will have:

  • Experience working in a secretarial role
  • Experience with Microsoft Word and other Microsoft packages, including external databases and software systems
  • Experience of working alone and as part of a team
  • Experience in dealing with the public

Skills

The ideal candidate will have:

  • Good numerical skills for compilation of statistics
  • Excellent telephone manner and interpersonal skills
  • Good typing skills, including speed and accuracy
  • Good attention to detail
  • Demonstrate good organisational/prioritising skills
  • Excellent communicator, both verbal and written
  • Good time management skills

Knowledge

The ideal candidate will have:

  • Knowledge of Microsoft Word, Excel spreadsheets, Access Database, and PowerPoint packages

Additional

The ideal candidate will also have:

  • Demonstrate an understanding of the importance of confidentiality in dealing with patient's and staff details and work in a confidential manner and an understanding of the Data Protection Act
  • Able to speak to English to an appropriate standard
  • Flexible to meet service demand
  • The ability to travel independently across the Trust, including all community premises as required

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