Band 3 Team Administrator

North Staffordshire Combined Healthcare NHS Trust; Stoke-on-Trent; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organisation in Stoke-on-Trent is seeking an experienced Team Administrator for the Crisis Care Centre at Harplands Hospital. The successful candidate will provide comprehensive administrative support, requiring excellent communication and organisational skills. Responsibilities include coordinating schedules, managing diary entries, and maintaining effective filing systems. Commitment to ongoing training and strong team collaboration is essential for success in this role.

Benefits

Wellness opportunities

Flexible working

Qualifications

• Recent secretarial/administrative experience.
• Strong prioritisation skills are essential.
• Willingness to undertake relevant training.

Responsibilities

• Respond to requests for information.
• Liaise with partner services and organisations.
• Prepare routine documents and reports.
• Manage on-call rotas and diary management.
• Provide advice to new or less experienced employees.

Skills

Excellent communication skills

Secretarial/administration experience

Organisational skills

Proficient in minute taking

Job description

Team Administrator – Crisis Care Centre

As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care. We pride ourselves on ensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working. We are committed to the Greener NHS national ambition to becoming the world's first "carbon net zero" national health system by 2045 (Greener NHS (england.nhs.uk)). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our "Proud to be Green" engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme.

Responsibilities

• Respond to appropriate requests for information
• Act on correspondence – respond to or refer to the appropriate person
• Provide routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (staff, students, external parties)
• Liaise with partner services and organisations
• Prepare and complete routine documents, including letters, reports, presentations, and forms (photocopying, filing)
• Handle telephone queries and direct them appropriately
• Assist patients/clients/relatives during incidental contacts such as phone calls
• Make decisions by considering a range of options (judgements on enquiries, staff/carers/external contacts)
• Prioritise work and resolve conflicting diary appointments and schedules
• Enter data, text processing and store data compiled by others, using paper or computer‑based systems
• Take and transcribe formal minutes
• Produce basic statistical reports
• Maintain information systems and effective filing systems or electronic databases
• Co‑ordinate programmes of work such as training schedules, events or the use of rooms
• Arrange meetings and diary management, manage on‑call rotas
• Maintain auditable stock control and security of stock, including cash office and stationery, and control of clinical/medical stock, projectors and laptops (receipt and issuance, stock levels)
• Provide advice or demonstrate workplace routines to new or less experienced employees
• Undertake surveys or audits as necessary in the work area

Application Requirements

• Priority will be given to NHS staff across the region at risk of redundancy, where the vacancy is at the same band or one below the current band and the candidate meets the essential criteria for this post.
• All employees new to the Trust will be subject to a 6‑month probationary period.
• All clinical staff bands 2–4 that are new to the Trust will be required to complete a Care Certificate.
• The Trust does not pay travel expenses for interview attendance.
• All posts involving access to persons in receipt of health services will be subject to a Disclosure & Barring Service disclosure.
• Provide full contact details for all referees, including email addresses where possible.

Additional Information

Canvassing of members of the Trust or any Committee directly or indirectly for any appointment under the Trust disqualifies the candidate. In the event of exceptionally high levels of response, we reserve the right to close the post before the stated date to prevent the number of applications being unmanageable. Please submit your completed application as soon as possible to have the best chance of being considered.

Are you an experienced Team Administrator?

We are looking for an experienced Team Administrator for our Crisis Care Centre at Harplands Hospital. You will have excellent communication skills, recent secretarial/administration experience, be well‑organised and proficient at minute taking. The role will provide comprehensive administrative support, cross‑covering peers and requires strong prioritisation, excellent written and verbal communication skills, a team‑working attitude and willingness to undertake relevant training courses.

Partner Organisations

Midlands Partnership University NHS Foundation Trust; University Hospitals of North Midlands NHS Trust; Black Country Procurement Group; North Midlands and Cheshire Pathology Service; Staffordshire and Stoke‑on‑Trent Integrated Care Board.