Team administrator

Central and North West London NHS Foundation Trust

10d ago

Job
Full-time
Junior, Mid & Senior Level
People, HR & Administration
Healthcare
London

AI generated summary

You should have strong English skills, secretarial qualifications, admin experience, IT proficiency, and the ability to work under pressure while maintaining confidentiality and empathy.
You will manage correspondence, data input, schedules, and meetings while supporting the team, maintaining records, and ensuring confidentiality and effective communication.

Requirements

Good command of written and spoken English
English, GCSE or ‘O’ levels or other equivalent qualification
RSA II or equivalent secretarial qualification
Significant secretarial/administrative experience.
Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
Experience of dealing with members of the public both face to face and on the phone
Experience of working with staff at senior level
Experience of working in health or health related environment.
Experience of working in a health or related setting
Experience of working within multidisciplinary teams
Ability to use Microsoft Office and IT knowledge including use of databases and spreadsheets.
Must be numerate and able to provide statistical data clearly and accurately.
Fast and accurate typing (minimum 50WPM)
Demonstrate effective organisational ability over a wide range of tasks, e.g. filing, record keeping, data management, and ad hoc requests.
Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
Ability to communicate effectively, both verbally and in writing
Confidence to work on own initiative and to consult as needed.
Ability to work positively in a team.
Ability to work under pressure.
An appreciation and respect for the needs of people with mental health problems and their families and an ability to deal with aggressive or distressed clients.
Ability to maintain confidentiality appropriately and understand the issues involved.
Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person
Able to build constructive relationships with warmth and empathy, using good communication skills.
Knowledge of Client Administration Systems such as System 1.

Responsibilities

The post holder will be responsible for providing a full range of administrative support to the team. This will range from managing general correspondence to data inputting of clinical activity on Trust and local authority databases. The post-holder will be expected to work without immediate supervision in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required.
The post holder will work closely with other administrative staff, sharing work where necessary and providing cover for break and leave purposes.
The successful applicant may have contact with patients or service users.
MAIN DUTIES AND RESPONSIBILITIES
To prepare and distribute documents for approval as directed, ensuring that all policies and procedures are adhered to.
To keep timetables and diaries for medical and other members of the team as required.
To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other, administrative team members as and when required.
To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
To attend the team meetings as required and to be an active participant in the monthly administrative team meeting.
To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues.
To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns.
To report all request for repairs through the Office Manager.
To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
Handling and processing the cash float according to the organisation’s procedures.
To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.
To work with administrative colleagues to set up and maintain effective filing systems for the team and to record the movement of any paper-based service user or team records according to Trust and local authority policy and procedures.
To assist the team to carry out any audits of team records and ensure that records are archived as and when appropriate.
To ensure that the confidentiality of service user related information is maintained through careful and secure systems of work, and with an awareness of the Data Protection Act.
To liaise effectively and maintain positive working relationships with administrative and clinical staff within the team and respond promptly to ad hoc enquiries and requests from team members.
To provide non-clinical advice and information, acting as a Patient Advice and Liaison Officer.
To provide non-clinical advice and information.
To receive and provide information relating to patients, closed cases and new referrals.
To receive and provide information relating to patients and the service.
To receive and provide information relating to patients and the service.
To receive and provide information relating to patients and the service.
To supervise the work of temporary and permanent administrative staff as and when appropriate.
To participate in local induction of new employees to the team.
To participate in the Trust’s supervision and appraisal programme.
To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.

FAQs

What is the main responsibility of the Team Administrator?

The main responsibility of the Team Administrator is to provide a full range of administrative support to the Westminster Older Adults and Health Ageing Community Mental Health Team, including managing correspondence and data inputting of clinical activity.

What qualifications are required for this role?

The required qualifications include a good command of written and spoken English, an English GCSE or equivalent qualification, and an RSA II or equivalent secretarial qualification.

Is prior experience required for this position?

Yes, significant secretarial and administrative experience is required, along with experience in providing receptionist duties and dealing with members of the public, preferably in a health-related environment.

What skills are essential for the Team Administrator role?

Essential skills include proficiency in Microsoft Office, fast and accurate typing (minimum 50 WPM), effective organizational ability, strong communication skills, and the ability to maintain confidentiality and deal with distressed clients.

Will the Team Administrator have direct contact with patients?

Yes, the successful applicant may have contact with patients or service users in a non-clinical capacity.

What are the expectations regarding work supervision?

The post-holder is expected to work without immediate supervision and to consult with senior members of staff as needed.

What values should the Team Administrator embody?

The Team Administrator should embody the trust values of compassion, respect, empowerment, and partnership.

Are there opportunities for training and development in this role?

Yes, the Team Administrator is expected to participate in local induction of new employees, the Trust's supervision and appraisal program, and undertake necessary training for personal development.

Will the Team Administrator be involved in meetings?

Yes, the Team Administrator will attend team meetings, take minutes, and participate actively in the monthly administrative team meeting.

Are computer skills necessary for this role?

Yes, the ability to use Microsoft Office and databases is essential, along with being numerate and able to provide clear and accurate statistical data.

Central and North West London NHS Foundation Trust

There's a place for you at CNWL.

Science & Healthcare

Industry

1001-5000

Employees

Mission & Purpose

Central and North West London NHS Foundation Trust (CNWL) has almost 6,550 staff providing integrated healthcare to a third of London's population, Milton Keynes, Surrey and areas beyond. We provide a wide range of services to treat people with a a variety of health needs, including common physical health problems, long-term conditions, mental health, learning disabilities, eating disorders, addictions and sexual health. We are here to provide support for people through every stage of life. Our catchment area covers a range of vibrant and diverse communities, with over 100 first languages spoken, ranging from areas of deprivation to areas of affluence. We are committed to providing services that need the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference.