Band 4 Team Administrator

Overview

The Learning Disabilities Service provides a range of services for people in the West Midlands to assist them in managing their learning disabilities. All our services are provided by teams of clinical professionals and support staff who aim to provide integrated services in ways that best meet the needs of patients and their carers.

• Lead the administration and business support on a day-to-day basis to ensure efficient and effective running of all office systems within the Learning Disabilities Service.
• Work with managers and clinicians to support other administrative staff and ensure the smooth running of all office-based systems.
• Undertake agreed tasks to support the delivery of projects within the Department; work on own initiative, prioritise workload, and delegate to Team Administrative Support Assistants to meet service objectives and targets.
• Plan and organise meetings with colleagues and outside agencies; determine the importance of meetings/events and organise them within an appropriate timescale.
• Prepare draft agendas, take minutes/action notes, and provide high-standard service support for meetings (e.g., Operational Meetings, MDT, investigations).
• Chair and attend regular administrative team meetings; ensure minutes are accurately taken and follow-up actions are completed.
• Provide a comprehensive word processing service using Microsoft Office; type confidential/clinical correspondence from manuscript or audio/digital transcription.
• Be responsible for the patient pathway process as per the electronic patient record system (Rio) as required (e.g., referrals, clinical coding, appointments, domiciliary visits, questionnaires, assessments/clinic lists, prescription); notify managers/clinicians of delays in the pathway, particularly RTT status.
• Maintain an effective filing and retrieval system for the hub (archiving); resolve or re-direct routine/non-routine telephone enquiries, letters and post.
• Delegate daily administrative tasks including opening/post sorting, photocopying, filing, faxing, scanning, and typing; order stock (stationery) and non-stock items within the appropriate budget code.
• Supervise designated administrative staff; ensure effective communication and support new team members to understand administration functions and Standard Operating Procedures; develop and empower staff to perform to high standards and innovate.
• Provide cover for other administrative staff during annual leave and sickness absence; ensure essential operational work throughput and oversee staff development plans and personal development reviews in line with the Knowledge and Skills Outline Framework.
• Develop staff knowledge and skills to promote equality and diversity and address inequalities in employment and service delivery; ensure equality objectives are included in Personal Development Reviews (PDRs).
• Promote a culture aligned with Improving Working Lives and Investors in People standards and monitor staff perceptions of working life with efforts to improve where needed.
• Undertake other duties commensurate with this grade of post, in agreement with the relevant line manager.

Responsibilities described above indicate the need for strong administrative management, meeting coordination, project support, and staff supervision capabilities. The description does not specify formal qualifications; suitability will be determined by experience in high-level administration and knowledge of relevant processes (e.g., patient pathways, electronic records).

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