Job Description

• Act as the team administration coordinator and provide a comprehensive high quality, effective and efficient service to senior management and a range of clinical staff.
• Supervise a team of administrators and take operational responsibility for them and for the allocation of work when required.
• Supervise a team of administrative staff including undertaking appraisals, supervision, training and development of band 3 and band 2 staff.
• Maintain annual leave records for the team, liaising with Line Manager and colleagues to ensure appropriate and continuing cover.
• Support managers with the recruitment process and ensure that newly appointed staff undergo their local and Trust inductions.
• Be responsible for organizing and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
• Word process documents as needed by, for example, medical staff, managers and/or a multi-disciplinary team.
• Typing will be from audio, direct dictation or written text. Some correspondence will be highly confidential and may be of a distressing nature.
• To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy and confidentiality.
• Arrange and attend meetings, including booking venues and hospitality if appropriate.
• To prepare and produce an agenda, collate and distribute all necessary information and documentation, take minutes and action notes as required.
• Ensure all minutes are issued in a timely manner and ensure agreed actions are appropriately recorded.
• Develop and maintain office systems, including filing systems, bring forward and circulation databases.
• Develop and maintain central shared paper and electronic filing systems for the team.
• Support communication with colleagues and users of the service through negotiation, influencing, listening and understanding, to ensure effective joint working.
• Work with other members of the administration hub to ensure effective cover and support during times of absence and peak workloads.
• To priorities, organize and manage workload without supervision and to identify matters which require urgent attention.

Required Knowledge, Skills, and Abilities