Admin Hub Lead Administrator

NHS; Torquay; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare provider in Torquay is seeking an Admin Hub Lead Administrator for the 0 to 19 Torbay Admin Team. This role provides essential administrative support, ensuring efficient operations and effective communication within the team and external partners. Candidates should possess NVQ level 3 or equivalent experience and be fully proficient in Microsoft Office. The position focuses on multitasking, data management, and maintaining a high standard of service within a healthcare setting. Flexible working hours may be offered to adapt to team needs.

Benefits

Supportive team environment

Opportunities for skill development

Positive work culture

Qualifications

• Excellent working knowledge of Microsoft Office, including Word, Excel, and PowerPoint.
• Ability to effectively manage competing priorities and set up new systems.
• Proven administrative skills within an NHS environment.

Responsibilities

• Provide administrative support to the 0 to 19 Admin Team.
• Assist with data collection and minute taking during meetings.
• Respond to and manage multiple communication channels effectively.

Skills

Excellent working knowledge of MS Office

Ability to manage own workload

High standard of numeracy and literacy

Ability to set up new systems for data collection

Effective communication skills

Experience with NHS Administration systems

Education

NVQ level 3 or equivalent experience

Good level of general education including GCSE English & Maths

RSA II Typing or equivalent

Tools

Microsoft Excel

Microsoft Word

PARIS

Unit4 (formerly Agresso)

Job description

Torbay and South Devon NHS Foundation Trust

0 to 19 Admin Hub Lead Administrator

The closing date is 19 January 2026

An exciting opportunity has arisen to join the 0 to 19 Torbay Admin Team.

The 0 to 19 Admin Hub works as an integrated member of the 0 to 19 Torbay Partnership providing secretarial and office administrative service for the Specialist Community Public Health Nursing (SCPHN) workforce.

The 0 to 19 Admin Lead will support the Business Manager and Co‑ordinator with a wide range of office functions which will result in the smooth running of our electronic record‑keeping systems in the 0 to 19 Admin Hub. This includes receiving and dealing with all electronic and telephone queries, responsibility for maintaining electronic records, as well as the office administration functions including ordering of supplies and equipment, minute taking and room bookings. This will include providing leadership support to the administration hub in the absence of the Co‑ordinator.

Main duties of the job

• Provide an effective channel for communicating between the team and other agencies.
• Assist in the preparation for and attending of meetings, including taking minutes, writing agendas and booking rooms.
• Monitor and provide appropriate responses to generic emails which may require progress chasing and non‑routine activities.
• Collect and compile data.
• Produce newsletters for staff, partners and stakeholders.
• Review electronically received data and utilise relevant IT systems to coordinate the accurate dissemination of information, safely and efficiently, across the SCPHN workforce.
• Respond to telephone enquiries in an efficient manner, providing signposting and appropriate management where tact and sensitivity is required.
• Participate in the recruitment process for all posts and assist with short‑listing and joining the interview panels for band 2 administrator posts.
• Respond to and engage with social media interactions and messages in a timely, appropriate and professional manner.
• Manage referrals, and universal contacts that require allocation to Public Health Nursing staff (PHN), and the wider 0 to 19 Torbay service.
• Maintain the allocation spread sheet and facilitate allocation meetings.
• Undertake monthly 1‑2‑1 reviews with the Admin Hub.

About us

Why Work With Us

0 to 19 Torbay is a partnership made up of Torbay and South Devon NHS Foundation Trust, Action for Children and the Children’s Society. Within this sits our 0‑19 Admin Hub which is made up of hard‑working, dedicated administrators with a variety of skill mix.

We continue to develop both our 0 to 19 Admin Hub and Partnership every day and are hoping to employ someone who is positive, dynamic and hard working, who can also bring new ideas and experience to the table and help us provide the best service possible to the Torbay area.

The post holder will work with other members of the 0 to 19 Admin Team to provide a single point of access into 0 to 19 Torbay, for TSDFT departments, partner agencies and the public.

Job responsibilities

Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification

Person Specification

Qualifications and training

• NVQ level 3 or equivalent experience
• Good level of general education including GCSE English & Maths at grade C or above, or equivalent
• RSA ll Typing or equivalent.
• Training or experience in Microsoft Office Software including Excel, Word, PowerPoint and Outlook
• European Computer Driving Licence
• Evidence of continued development

Knowledge and experience

• Excellent working knowledge of MS, Excel, Word, Publisher, Internet and email
• Ability to take the lead in setting up new systems for data collection
• Excellent keyboard/IT skills, to include accurate recording skills
• Ability to work individually and under own initiative
• Able to manage own workload
• Effective in using multiple database computer systems
• High standard of numeracy and literacy; clear written and verbal communication skills
• Proven ability to organise and prioritise workload with minimum supervision, whilst dealing with conflicting demands
• Proven working knowledge of NHS Administration and IT systems, i.e. PARIS, Unit4 (formerly Agresso), IHCS, Careplus, ICON
• Experience of working with and understanding the role of SCPHNs
• Knowledge of safeguarding children
• Ability to manage competing priorities
• Ability to set up, develop and implement effective systems to establish well organised administrative support to the management team
• Experience of working within a multi skilled partnership team

Specific Skills

• Ability to effectively use Microsoft Excel and Word
• Proven ability to type up correspondence without supervision, ensuring a high degree of accuracy and attention to detail to produce professional standard documents
• Experience in minute‑taking at professional level meetings; transcription and distribution of minutes
• Excellent keyboard/IT skills, to include accurate recording skills
• Organising training events and forums
• Ability to manage competing priorities
• Ability to set up, develop and implement effective systems to establish well‑organised administrative support to the management team
• Experience if working within NHS environment and general awareness of NHS issues
• Awareness of Public Health issues including health promotion
• Experience of working with children
• Experience of managing and promoting a public social media account

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Torbay and South Devon NHS Foundation Trust