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Team administrator

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Central and North West London NHS Foundation Trust

1mo ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Healthcare
  • Westminster

AI generated summary

  • You need NVQ Level 3 in Business Administration, administrative experience in health/social care, strong organizational and communication skills, IT proficiency, and knowledge of confidentiality and safety regulations.
  • You will manage documents, schedules, and communications, support the team with administrative tasks, maintain records, ensure confidentiality, and assist with audits and training.

Requirements

  • Essential Qualifications:
  • NVQ Level 3 in Business Administration or equivalent.
  • Experience:
  • Experience of working in an administrative role in a health or social care setting.
  • Skills/Abilities:
  • Excellent organisational skills.
  • Ability to manage competing demands and priorities.
  • Ability to communicate effectively with a range of people, including service users, staff, and external agencies.
  • IT skills and experience of using various software packages, including Microsoft Office.
  • Knowledge:
  • Understanding of confidentiality and data protection issues.
  • Knowledge of health and safety regulations.

Responsibilities

  • 1. To prepare and distribute documents for approval as directed, ensuring that all policies and procedures are adhered to.
  • 2. To keep timetables and diaries for medical and other members of the team as required.
  • 3. 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.
  • 4. 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.
  • 5. To attend the team meetings as required and to be an active participant in the monthly administrative team meeting.
  • 6. 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.
  • 7. To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns.
  • 8. To report all request for repairs through the Office Manager.
  • 9. 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.
  • 10. Handling and processing the cash float according to the organisation’s procedures.
  • 11. To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.
  • 12. 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.
  • 13. To assist the team to carry out any audits of team records and ensure that records are archived as and when appropriate.
  • 14. 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.
  • 15. 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.
  • 16. To provide non-clinical advice and information, acting as a Patient Advice and Liaison Officer.
  • 17. To provide non-clinical advice and information.
  • 18. To receive and provide information relating to patients, closed cases and new referrals.
  • 19. To receive and provide information relating to patients and the service.
  • 20. To receive and provide information relating to patients and the service.
  • 21. To supervise the work of temporary and permanent administrative staff as and when appropriate.
  • 22. To participate in local induction of new employees to the team.
  • 23. To participate in the Trust’s supervision and appraisal programme.
  • 24. To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.

FAQs

What are the main responsibilities of the Team Administrator?

The main responsibilities include providing administrative support, managing correspondence, data inputting, and assisting in maintaining effective filing systems, among other tasks.

Will I have contact with patients or service users in this role?

Yes, the successful applicant may have contact with patients or service users, as well as their carers and families.

What qualifications or experience do I need to apply for this position?

While specific qualifications are not mentioned in the job description, prior experience in administrative roles, particularly within healthcare or a similar setting, is beneficial.

What is the working environment like in this team?

The team operates in a dynamic and multi-disciplinary environment focused on delivering person-centred care to older adults with mental health disorders.

Is there a vaccination requirement for this role?

Yes, the NHS Trust strongly encourages and supports vaccination as the best way to protect staff, patients, and service users.

Will I be required to manage a team or supervise others?

Yes, the post holder will have the opportunity to supervise temporary and permanent administrative staff as needed.

How does the team uphold the trust values?

The team adheres to the values of compassion, respect, empowerment, and partnership in all interactions, aiming to create a supportive and inclusive environment.

What kinds of administrative tasks will I be responsible for?

Tasks may include preparing documents, managing diaries, handling calls and correspondence, taking minutes at meetings, and maintaining filing systems.

Are there opportunities for career development in this position?

Yes, the role includes participation in training, supervision, and appraisal programs to support professional growth and development.

Is there a specific protocol for maintaining confidentiality?

Yes, the post holder is expected to maintain the confidentiality of service user information in accordance with the Data Protection Act and organizational policies.

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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.