Team Administrator

Job overview

Team Administrator

Health and Justice service identify people who have mental health, learning disability, substance misuse or other vulnerabilities when they first come into contact with the criminal justice system as suspects, defendants or offenders.

The service can then support people through the early stages of criminal system pathway, refer them for appropriate health or social care or enable them to be diverted away from the criminal justice system into a more appropriate setting, if required.

The service aims to improve overall health outcomes for people and to support people in the reduction of re-offending. It also aims to identify vulnerabilities in people earlier on which reduces the likelihood that people will reach a crisis-point and helps to ensure the right support can be put in place from the start.

An opportunity has arisen to join our Health and Justice team. The successful candidate will be required to provide a full secretarial and administrative support to the service lead and clinical team.

The position will require you to be well organised, confident, able to work under pressure and use your own initiative whilst working as part of a team.  It is also important to have excellent written and verbal communication skills when dealing with various contacts, both internal and external to the Trust.  Typing and minute taking is required to a good standard and is a key element to the role along with good diary management.

Main duties of the job

• Undertake general office duties as required including filing, photocopying, faxing, scanning and maintaining stock levels.
• Logging calls with the Trust’s Serviced Desk for IT issues, building repairs, works etc.
• Prioritise and manage own workload to meet the needs and requirements of the service demands

• 1.     Provide comprehensive administrative support to the Health and Justice Service 2.     Collate statistical information and support performance monitoring. 3.     Take minutes of local team meetings and monitor actions. 4.     Provide confidential and efficient word processing service, including the preparation of reports and letters. 5.     Provide support around E-Procurement ie office supplies, clinical supplies, raising purchase orders and receipting goods. 6.     To demonstrate the Trust’s values in everything you do in the work environment. 7.     Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction. 8.     To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law. 9.     To plan and organise appointments, meetings, clinics, rosters, diaries, and activities to ensure that standards of service appropriate to the area of work are met.

Detailed job description and main responsibilities

• Undertake general office duties as required including filing, photocopying, faxing, scanning and maintaining stock levels.
• Logging calls with the Trust’s Serviced Desk for IT issues, building repairs, works etc.
• Prioritise and manage own workload to meet the needs and requirements of the service demands.

• Follow policies relevant to own role.
• Is guided by Standard Operating Procedures, good practice and established precedents.
• Indirect exposure to distressing or emotional circumstances.

• 1.     Provide comprehensive administrative support to the Health and Justice Service 2.     Collate statistical information and support performance monitoring. 3.     Take minutes of local team meetings and monitor actions. 4.     Provide confidential and efficient word processing service, including the preparation of reports and letters. 5.     Provide support around E-Procurement ie office supplies, clinical supplies, raising purchase orders and receipting goods. 6.     To demonstrate the Trust’s values in everything you do in the work environment. 7.     Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction. 8.     To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law. 9.     To plan and organise appointments, meetings, clinics, rosters, diaries, and activities to ensure that standards of service appropriate to the area of work are met. 13.  Provide cover for other administrative staff within the service as required.

Systems and equipment

• Provide a full range of office tasks including filing, photocopying, faxing and scanning.
• The daily use of various Office packages such as Outlook, Word, Excel, PowerPoint, Winscribe, room booking options e.g. MICAD and Outlook.
• Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO.
• Use of manual and electronic bring forward system to prioritise own work load and to prepare managers in preparing for advance meetings.

Decisions and judgements

• Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently.
• Use initiative in resolving conflicting diary appointments and schedules.
• Advise, support and train new starters and direct the efforts of less experienced admin.
• At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.
• Administer and manage petty cash if required.

Communication and relationships

• Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods – at all times maintaining professional boundaries.
• Receive phone calls, record messages accurately, liaise with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.
• Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trust’s Acceptable Use of Information and IT – Policy and Guidance.
• Maintain confidentiality at all times.
• Demonstrate an understanding of the importance of effective team working within a multi-disciplinary team.  Have the ability to adapt and use initiative as the need arises.
• Providing first point of contact for matters relating to patient queries and complaints.  To document any complaints/queries and deal with appropriately.

Physical demands of the job

• Be aware of physical effort with regard to sitting for long periods.
• Be aware of the prolonged exposure to Visual Display Units (VDU) and the associated health and safety risks.
• Dexterity, co-ordination and accuracy for keyboard and telephony skills.
• To work predominantly from a base, although travel to other Trust locations in the locality will be required to meet service need.

Most challenging/difficult parts of the job

• Exposure to frequent interruption to routine, relating to telephone calls and personal requests and demands.
• Concentration required on telephone when dealing with enquires and for checking work.
• Concentration in meetings to record notes accurately and to listen out for actions and key points, take notes and transpose into a word document.
• Indirect exposure to distressing or emotional circumstances.

Note: This job description is not exhaustive and will be subject to review according to service need and organisational changes.  Any proposed amendments or anticipated changes to the post will be discussed with the post holder.