Band 3 Team Administrator - Clinical Governance

at  Birmingham Community Healthcare NHS FT

Provide a meet and greet service to all who access the department ensuring a polite, efficient and professional introduction is given to all patients, staff and other visitors, maintaining a signing in/out book. To support the provision of a comprehensive administrative word processing service using Microsoft Office packages on a day to day basis, ie audio typing (digital and analogue), databases, spread sheets, email, fax, diary management, filing, scanning. Deal with routine correspondence, using own initiative and within the scope of the post. Producing typed routine and non-routine letters reports, agendas and minutes to a high standard as requested by managers and clinicians.
Undertake data input as required on appropriate information systems.Type clinical correspondence as required and requested by Team Administrators, Managers and Clinicians. Respond to and take telephone enquiries, communicating accurate messages, when appropriate. Queries should be passed to the appropriate staff members in a timely fashion. Ensure that answer machines are played regularly and that all messages are actively dealt with and communicated.
Support in planning meetings / events, venues and clinic room bookings required for patients, staff and visitors. Open, date stamp and distribute post, (this may also include parcels and delivery of goods) on a daily basis for identified staff within the hub. Where appropriate, action and use own initiative. Ensure all external post is issued in a timely fashion.
Develop good communications with staff at all levels ensuring information requests and correspondence are dealt with efficiently and effectively. To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Admin team meetings, Operational Meetings, MDT and team meetings. To maintain a paper and electronic information/filing and retrieval system (archiving) for the hub as appropriate. To attend administrative team meetings as directed by line manager.
Working with and supporting other administrative colleagues as and when required. Help with the ordering of stock (stationary) and non-stock items for hub/service if required. To provide cover for other administrative staff members during periods of short staffing and absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput

Please refer the Job description for details