Band 4 – Team Administrator

To provide an efficient and effective comprehensive administrative support to the Adult Mental Health Team.

Temporary: Duration TBC

Location: Aylesbury

Pay Rate: £11.50 Umbrella or 10.35 PAYE INC

Hours: Monday to Friday 9am to 5pm

Job details:

* To manage administrative assistants in the team as required.

* Provide a polite and efficient reception service to visitors if required.

* To provide administrative support to the team ensuring that there are effective administrative systems and procedures in operation.

* To ensure that high standards of data quality are maintained

* Suggest and make recommendations for improvement to existing administration procedures.

* To provide administrative support for meetings as requested and to ensure follow up action is completed.

* Including producing notes of meetings, setting up meetings, preparing agendas, ensuring that a bring forward system of paperwork is maintained to ensure correspondence/information is available for meetings.

* To maintain diaries and records for clinical managers including arranging meetings, preparing papers and minute meetings where necessary.

* To provide secretarial support to members of team utilising a high level of IT skills to produce quality documentation to support the work of the team using the appropriate Microsoft software and adopting the Trust’s corporate standards and style

* This includes organising meetings, co-ordinating the diaries of team members and providing administrative support as required;

* To respond to email, telephone enquiries and written enquiries using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate way.

* To communicate confidential and sensitive information on patients and policy issues, and complex information on directorate issues to external agencies.

* To accurately update computerised patient records as required.

* To ensure that the Trust’s databases are up to date and all clinical data is entered appropriately.

* To order team stationery through e-procurement.

* To supervise administrative assistants within the locality/field area supporting the recruitment process as required.

* To provide mentorship, administrative process and procedural guidance to all administrative staff within a specified locality area