Bank, Band 4 Team Administrator

We need someone who can work flexibly Monday to Friday. The role is remotely based but there may be a requirement to attend a Trust site at times., · Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.

· To be highly skilled and experienced in the full range of secretarial work practices, software programmes, and specialised functional terms.

· To be able to become highly proficient and expert

in the electronic patient record system, PCMIS, advising and guiding others in team, supporting new users and instructing them as necessary.

· To use proficient internet skills to access, search and retrieve data relevant to team.

· To use touch typing, audio and shorthand skills as necessary in daily work

· To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis

· To update skills as necessary and attend mandatory training

· To undertake the webinar scheduling and organizing rota of presenters and hosts, · To use a range of communication skills to develop effective relationships with managers, teams and colleagues; facilitating effective and timely communication.

· To exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, re-assuring, empathic, counselling skills are required at all times.

· To use developed communication skills with service users who may have difficulty understanding, and at times to give disappointing information to service users e.g. cancelling appointments

· To be experienced with a range of communication methods including telephone, Teams, Zoom, e-mail and scanner.

Planning and Organisation

· To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department

· To report and ensure equipment and environment faults are dealt with by relevant persons

· To update filing systems.

· To arrange meetings, compile agendas and take formal minutes

· To deal with all service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact.

· Request purchase orders and receipt using e-procurement once signed off by service manager

· Support with e-roster administrative duties

· Ensuring all messages are relayed as quickly as possible to Managers and their teams

· To set up meetings, send out invitation letters,

book rooms and take notes, as required.

· To plan and update diaries as and when

necessary.

· To manage and prioritise incoming mail.

· Chasing actions, outputs and outcomes.

· Take minutes of meetings e.g. Professionals meetings, team meetings, as required.

· The post holder will be expected to establish and maintain effective bring-forward filing systems.

· Handling queries from colleagues and others connected with the services.

· Be aware of and able to make adjustments to plans at short notice

• Keep data/information systems up to date and stores information correctly and safely., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

To support in the provision of a comprehensive, professional, effective secretarial and administrative service to the Team. To be accountable within the admin team for Data Quality. The post holder is the first point of reference and as such must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake non-routine duties without direct supervision, working within broad procedural guidelines. The post is managed rather than supervised. All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity., * Advanced keyboard skills

• Numerate

Desirable criteria

• RSA III/NVQ 3 or equivalent.

• At least 2/3 years’ experience in a secretarial environment, * Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups

• Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

Desirable criteria

• Experience of transcribing formal minutes of meetings., * Advanced keyboard skills; experience and training to produce accurate typing at fast speeds to RSA III/NVQ 3 level

http://hpft.recruitforvalues.com, Email address

hpft.bank.bureau@nhs.net, hpft.bank.bureau@nhs.net