The role of the Senior Administrator will be responsible for the provision of a high quality and dedicated administration service to the service leadership teams and their functions.
A key requirement of the job is to assist and support the Admin & Buildings Manager organise workload within the service and co-ordinate activities to ensure that an efficient service is provided. The post holder will be expected to monitor and assess workload amongst the team, including being able to identify and step-in to fill gaps, to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
The post holder will be responsible for daily workload management, supervision and appraisal of junior admin staff and housekeepers to support the overall function of the admin team and will deputise for the Admin & Buildings Manager when they are not on site.
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It’s important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Principal Duties
Team Co-ordination/Workload Management
Support the Admin & Buildings Manage through day-to-day co-ordination of workload and activities on site
Induct new staff and help with building introduction, new starter documentation, completion of all required central processes (IT forms etc. )
Input into and the management of admin and housekeeper staff rotas
Take responsibility for, and lead any of the admin work that is required to support gaining accreditation in the service
Governance & Meetings Support
Support the Governance Officer / Information Analyst for the service in the collation and preparation of information from clinical Patient Information Systems and corporate or local systems (e.g. for sickness absence, annual leave, training etc.)
Provide admin support for Management and Leadership Meetings, Trust Governance and Quarterly Meetings
Organise meetings, booking rooms/venues, arranging hospitality etc
Prepare meeting notes / agendas and take minutes and/or action notes for meetings that may involve internal and external participants and be sensitive to the issues under discussion in meetings
Communication
Audio/copy typing - this will include reports and dealing with highly confidential, potentially sensitive information about staff or service users
Prepare documents for external and internal distribution where appropriate
P roduce regular routine information and reports under the direction of the Admin Manager / Management Team
Set up and maintain efficient filing systems, electronic and paper. Manage a system to ensure prompt handling of correspondence and enquiries into the service
Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust
Record and brief the Admin Manager / Management Team of issues whilst away from the service
Finance & Resources
Preparing invoices for payment and querying / investigating invoice problems
Ordering supplies, completing requisitions, ensuring stock control etc
Management/Human Resources
Provide line management, Supervision and annual PDR appraisal to junior Admin roles within the service. This will include ensuring mandatory training is undertaken
Delegate tasks appropriately within the administrative function
Deputise for the Admin & Buildings Manager and cross cover for colleagues within the building and across the wider service as required
General Admin/Other
Operation of Trust Patient Information System to retrieve and record service user information
Completion of relevant e-forms on behalf of the Management Team as requested
Maintain an electronic diary and appointment system for members of the Management Team as requested
The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security
Be able to work between sites where required to help support the running of the service
Service Development
Responsible for ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes to ensure smooth running of the function
