THIS POST IS BEING OFFERED AS A SIX MONTH SECONDMENT
Person Specification
Post: Team Administrator – Band 3
Attribute Essential
The qualities without which a post holder
could not be appointed
Desirable
Extra qualities which can be used to choose
between candidates who meet all the
essential criteria
How Assessed
e.g. application form,
interview, test, in-tray
exercise etc
Education /
Qualifications
GCSE in English and
Maths (Grade 9-4 / C or
above) or equivalent
Experience of office
procedures to NVQ 3 level RSA II / ECDL or
equivalent
Completion of PARIS
training
NVQ 3
Experience Proven experience of working
in an administrative post
within a diverse organisation,
which has included:
Diary management
Organising meetings and
agendas
Progress chasing
Preparing documents and
presentations
Dealing with enquiries
Document production
Maintenance of office
systems
Minute taking
Data base skills
Experience of working in
the NHS
Application
Form
Interview
Knowledge Understanding of
administrative processes
Understanding of
confidentiality and data
protection policies and
procedures
Basic understanding of
mental health illness
Knowledge of mental
health services
Application
Form
Interview
Skills and
Abilities Ability to utilise a range of
IT programmes including
Microsoft Office Suite
Ability to work flexibly and
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
Flexible working opportunities to support your work/life balance
Access to Continued Professional Development
Involvement in improvement and research activities
Health and Wellbeing activities and access to an excellent staff wellbeing service
Access to staff discounts across retail, leisure and travel
Job Summary
To provide efficient and effective administration and secretarial support to the team.
Main Duties and Responsibilities
- Provide administrative support for the team including typing, diary management, meeting
organisation, preparation of reports using a range of Microsoft Office programmes, filing
and photocopying
- Manage enquiries from staff, service users/relatives, members of the public, Consultants
and other outside organisations
- Maintain a manual and electronic filing system
- Responsibility for the taking, typing and circulation of minutes, agendas, memos and
other documents alongside general administration duties
- Dealing with postal and electronic mail, telephone and reception queries and messages
- To provide cover for colleagues on annual leave or sick leave, ensuring the provision of
a flexible, effective and efficient clerical and administration service to the team
- Liaison with external contacts and organisations, other hospitals and Trust staff,
community services and Social Services
- To communicate in a manner that is consistent with Trust policies and procedures whilst
presenting a positive image of the service
- To manage diaries effectively, ensuring that competing priorities are effectively and
efficiently dealt with
- The ability to prioritise own workload, organise and plan busy schedules
- To order and maintain sufficient levels of stationery and supplies for the department
- To continuously review administrative processes within the team and contribute to the
ongoing development of the service
- To collect information and produce statistics as and when required by the team for audit
and research purposes
This job description is not exhaustive, but is intended to give an overall picture of the
role. Other duties within the general scope of the post may be required from time to
AFC 13/05/19 JME-241-19 Team Administrator Band 3
time. The duties of the post and job description can be reviewed through the agreed
process.
General Duties of all post holders
- To undertake any other reasonable duty, which is appropriate to the band, when
requested by Senior Staff.
- To be familiar with and comply with all Trust and departmental policies, procedures,
protocols and guidelines.
- To be aware of and work towards the Trusts strategic goals.
Standards of Business Conduct
- The post holder will be required to comply with the organisations standing order and
standing financial instructions and at all times, deal honestly with the organisation
with colleagues and all those who have dealing with the organisation including
patients, relative and suppliers.
- The post holder must ensure that their behaviour and interests inside and outside
work do not conflict with their Trust position, duties and/or responsibilities.
- The post holder must comply with and support the development of the performance
standards within the service/department to ensure the service is responsive to and
meets the needs of its customers.
- The post holder will be required to develop and maintain good working relationships
with all patients, service users, staff, contractors and where appropriate, members of
the public.
- The Trust aims to maintain the good will and confidence of its own staff, patients,
service users, NHS contractors and the general public. To assist in achieving this
objective it is essential that at all times, the post holder carries out their duties in a
courteous, sympathetic and professional manager.
- All post holders who are members of a professional body must comply with
standards of professional practice / conduct. It is the post holders’ responsibilities to
ensure they are both familiar with and adhere to these requirements and maintain
their professional membership to the relevant body.
Equality and Diversity and Equal Opportunities
- The post holder must carry out all duties and responsibilities of the post in
accordance with the Trust’s Equal Opportunities and Equality and Diversity policies,
avoiding unlawful discriminatory behaviour and actions when dealing with
colleagues, service users, members of the public and all other stakeholders.
- The post holder must promote awareness of and respect for equality and diversity in
accordance with Trust policies and procedures.
- The post holder is responsible for treating all staff, patients, service users, NHS
contractors and the general public with dignity and respect at all times.
Safeguarding
AFC 13/05/19 JME-241-19 Team Administrator Band 3
- Appointments to regulated and controlled activities require an enhanced DBS
disclosure.
- All staff have a responsibility to promote the welfare of any child, young person or
vulnerable adult they come into contact with and in cases where there are
safeguarding concerns, to act upon them and protect the individual from harm.
- All staff should refer any safeguarding issues to their manager and escalate
accordingly in line with the Trust Child and Adult Safeguarding Policies.
- All staff should familiarise themselves with the NICE Guidelines “when to suspect
child maltreatment 2009.”
Professional and Personal Development
- The post holder must ensure that they are aware of their responsibilities by attending
the Trust Mandatory Training and Induction Programme.
- The post holder will be involved in a formal IPDR/KSF review with their manager at
least every 12 months. Once performance / training objectives have been set, the
staff member’s progress will be reviewed on a regular basis, so that new objectives
can be agreed and set, in order to maintain progress in the service delivery.
- The post holder will be expected to take responsibility for their own professional
development and will be supported by the Trust to achieve development
opportunities as appropriate.
Confidentiality and Information Governance
