Job overview
As our Team Support Administrator you will be responsible for the provision of comprehensive administrative support to Community Services Managers; this will include liaison with Clinical and Non-Clinical Team Leaders and administrative staff to support effective high-quality services.
This is a full time role (37.5 hours) across Monday to Friday 9am to 5pm based at Chandler House.
Previous applicants will not be considered
Main duties of the job
You will have an excellent knowledge of secretarial and administrative procedures. Providing administrative duties to support the staff management of clinical teams.
This may require regular travel and working within each of the services based across the Wigan Borough. You must be able to travel across Trust independently.
You will organise and support meetings across the division; this will include preparing agendas and taking minutes.
Working for our organisation
Choose Well – Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Detailed job description and main responsibilities
Planning and Organisational Duties
1. The post holder will be responsible for undertaking administrative procedures, contributing to changes to improve work practices to enable the most effective use of available resources.
2. Creating and completing any spreadsheets as required by admin and clinical teams.
3. Support the Health Integration Managers and Clinical Team Leaders in administrative tasks for the services.
4. Assist in the collection of appropriate data and maintain and update spreadsheets as required informing Health Integration Managers of problems in a timely manner.
5. Archiving any appropriate information as required by services and whilst adhering to policy.
6. Completion of audits as requested by the Health Integration Managers or Clinical Team Leaders.
7. To open and distribute post ensuring all urgent letters and documentation are brought the attention of the appropriate manager.
8. To filter / action incoming calls and recording of messages.
9. To collate and record staff information regarding professional registration, role information, sickness, annual leave and mandatory training.
10. Arrange meetings, prepare agendas and produce action plans, take and transcribe minutes of meetings, ensuring they are accurate and distributed in a timely manner.
11. To ensure effective follow up of actions from meetings through liaison with members of the division and other divisions / organisations as appropriate.
12. Distribute relevant documentation to all clinical and non-clinical teams as required.
13. To collate data and statistics for the service and participate in the collection of data from regular audits ensuring typing of reports.
14. Ensuring any data entry that may be requested is completed accurately and in a timely manner.
15. To ensure the asset register for all services is updated and maintained; the post holder will ensure staff report any faults and escalate the maintenance or replacement of equipment as appropriate.
16. Prioritise workload effectively to ensure response times are maintained and agreed timescales are met.
17. To have a full understanding of all Microsoft Office Suite.
Communications and Key Working Relationships
Providing a point of contact for liaising with:
18. Work closely and collaboratively with the Administrators and PAs of Team Support.
19. Health Integration Managers, Clinical Team Leaders, Admin Services colleagues and managers, maintaining all necessary records and spreadsheets.
20. Work proactively with the clinical team leaders to provide a safe, efficient, and effective administrative service to the clinical team staff.
21. Liaise with the Admin and Clinical Triage Teams when required.
22. To be able to communicate effectively in a variety of ways with managers, staff, patients and carers to ensure the smooth delivery of the service in an efficient, tactful, sensitive and professional manner, this may include telephone, video conferencing or face to face.
23. To plan and organise meetings with internal and external stakeholders. Liaising with core members from different organisations. This requires good communication skills and time management.
24. Ensuring that information is cascaded in a timely manner to colleagues and staff.
Responsibility for Finance
The post holder will:
25. Participate in ensuring the effective use of all financial resources in providing and delivering the service when supporting the Health Integration Managers.
26. Demonstrate awareness of the need for Cost Improvement Programmes within the service
27. Assist in ensuring that the service is delivered within the existing financial constraints
28. Ordering resources for the team as required using the SBS system and liaising with the Procurement Team.
29. To maintain stock level of appropriate stationary and ensure ordered in a timely manner
Responsibility for Human Resources
The post holder will:
30. Ensure adherence to trust HR policies and Procedures
31. To respect the individuality, values, culture and religious diversity of clients and contribute to the provision of a service sensitive to these needs.
32. To maintain patient and staff confidentiality at all times.
33. To exercise good personal time management, punctuality and consistent attendance.
34. Maintain own professional development and mandatory training.
35. Actively participate in the Trusts appraisal system and supervision by highlighting areas of good personal practice or development needs.
Person specification
Qualifications
Essential criteria
36. Audio typing qualification or equivalent experience
37. NVQ 3 in Business Administration/Customer Care or equivalent experience
Desirable criteria
38. RSA Level III in typing or equivalent experience
Experience
Essential criteria
39. Experience working in a secretarial role
40. Experience with Microsoft Word and other Microsoft packages including external databases and software systems
41. Experience of working alone and as part of a team
42. Experience in dealing with the public
Desirable criteria
43. Previous NHS experience
44. Experience of NHS computer systems including System One
Skills
Essential criteria
45. Good numerical skills for compilation of statistics
46. Excellent telephone manner and interpersonal skills
47. Good typing skills, including speed and accuracy
48. Good attention to detail
49. Demonstrate good organisational/prioritising skills.
50. Excellent communicator, both verbal and written
51. Good time management skills.
Knowledge
Essential criteria
52. Knowledge of Microsoft Word, Excel Spread sheets, Access Database and PowerPoint packages
Desirable criteria
53. Knowledge of e-Roster
54. Knowledge of medical terminology
Additional
Essential criteria
55. Demonstrate an understanding of the importance of confidentiality in dealing with patient’s and staff details and work in a confidential manner and an understanding of the Data Protection Act.
56. Able to speak to English to an appropriate standard
57. Flexible to meet service demand
58. The ability to travel independently across the Trust, including all community premises as required
59. Demonstrate an understanding of the importance of confidentiality in dealing with patient and staff details and work in a confidential manner and an understanding of the Data Protection Act.
Employer certification / accreditation badges
Documents to download
60. JD (PDF, 416.4KB)
61. PS (PDF, 176.4KB)
62. Applying for an NHS vacancy guidance (PDF, 184.5KB)
63. What WWL can offer you (PDF, 80.8KB)
Apply online now
Further details / informal visits contact
NameSarah SeddonJob titleAdmin Services ManagerEmail addresssarah.seddon3@nhs.netTelephone number07388370206