Team Administrator

Pennine Care Nhs Foundation Trust; Bryn; On-site; GBP 21,000 - 24,000; Full time

Benefits offered by this job

Flexible working

Continued Professional Development

Staff wellbeing service

Job summary

Pennine Care NHS Foundation Trust is seeking a Team Administrator (Band 3) to provide efficient administrative and secretarial support to the team across five boroughs. The role requires experience in diary management, meeting organisation, and handling a range of enquiries, with strong MS Office skills and a commitment to confidentiality and data protection.

The post offers opportunities for flexible working, continuous professional development, and involvement in improvement activities within

Qualifications

• GCSE in English and Maths (Grade 9-4 / C or above) or equivalent
• Experience of office procedures to NVQ 3 level
• Completion of PARIS training
• NVQ 3

Responsibilities

• Provide administrative support for the team including typing, diary management, meeting organisation, preparation of reports using a range of Microsoft Office programmes, filing and photocopying
• Manage enquiries from staff, service users/relatives, members of the public, Consultants and other outside organisations
• Maintain a manual and electronic filing system
• Responsibility for the taking, typing and circulation of minutes, agendas, memos and other documents alongside general administration duties
• Dealing with postal and electronic mail, telephone and reception queries and messages
• To provide cover for colleagues on annual leave or sick leave, ensuring the provision of a flexible, effective and efficient clerical and administration service to the team
• Liaison with external contacts and organisations, other hospitals and Trust staff, community services and Social Services
• To communicate in a manner that is consistent with Trust policies and procedures whilst presenting a positive image of the service
• To manage diaries effectively, ensuring that competing priorities are effectively and efficiently dealt with
• The ability to prioritise own workload, organise and plan busy schedules
• To order and maintain sufficient levels of stationery and supplies for the department
• To continuously review administrative processes within the team and contribute to the ongoing development of the service
• To collect information and produce statistics as and when required by the team for audit and research purposes

Skills

Diary management

Meeting organization

Progress chasing

Document preparation

Handling enquiries

Document production

Office systems

Minute taking

Database skills

Microsoft Office Suite

Flexibility

Education

GCSE English & Maths

NVQ 3 / ECDL

PARIS training

RSA II

Tools

Microsoft Office Suite

Job description

Job overview

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

Person Specification
Post: Team Administrator – Band 3
Attribute Essential
The qualities without which a post holder could not be appointed
Desirable
Extra qualities which can be used to choose between candidates who meet all the essential criteria
How Assessed
e.g. application form,
interview, test, in-tray
exercise etc
Education /
Qualifications
GCSE in English and
Maths (Grade 9-4 / C or
above) or equivalent
Experience of office
procedures to NVQ 3 level RSA II / ECDL or
equivalent
Completion of PARIS
training
NVQ 3

Main duties of the job

Experience Proven experience of working
in an administrative post
within a diverse organisation,
which has included:
Diary management
Organising meetings and
agendas
Progress chasing
Preparing documents and
presentations
Dealing with enquiries
Document production
Maintenance of office
systems
Minute taking
Data base skills
Experience of working in
the NHS
Application
Form
Interview
Knowledge Understanding of
administrative processes
Understanding of
confidentiality and data
protection policies and
procedures
Basic understanding of
mental health illness
Knowledge of mental
health services
Application
Form
Interview
Skills and
Abilities Ability to utilise a range of
IT programmes including
Microsoft Office Suite
Ability to work flexibly and

Working for our organisation

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

• Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
• Flexible working opportunities to support your work/life balance
• Access to Continued Professional Development
• Involvement in improvement and research activities
• Health and Wellbeing activities and access to an excellent staff wellbeing service
• Access to staff discounts across retail, leisure and travel

Detailed job description and main responsibilities

Job Summary: To provide efficient and effective administration and secretarial support to the team.

Main Duties and Responsibilities

• Provide administrative support for the team including typing, diary management, meeting organisation, preparation of reports using a range of Microsoft Office programmes, filing and photocopying
• Manage enquiries from staff, service users/relatives, members of the public, Consultants and other outside organisations
• Maintain a manual and electronic filing system
• Responsibility for the taking, typing and circulation of minutes, agendas, memos and other documents alongside general administration duties
• Dealing with postal and electronic mail, telephone and reception queries and messages
• To provide cover for colleagues on annual leave or sick leave, ensuring the provision of a flexible, effective and efficient clerical and administration service to the team
• Liaison with external contacts and organisations, other hospitals and Trust staff, community services and Social Services
• To communicate in a manner that is consistent with Trust policies and procedures whilst presenting a positive image of the service
• To manage diaries effectively, ensuring that competing priorities are effectively and efficiently dealt with
• The ability to prioritise own workload, organise and plan busy schedules
• To order and maintain sufficient levels of stationery and supplies for the department
• To continuously review administrative processes within the team and contribute to the ongoing development of the service
• To collect information and produce statistics as and when required by the team for audit and research purposes

This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.

General Duties of all post holders

• To undertake any other reasonable duty, which is appropriate to the band, when requested by Senior Staff.
• To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.
• To be aware of and work towards the Trusts strategic goals.

Standards of Business Conduct

• The post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and suppliers.
• The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or responsibilities.
• The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its customers.
• The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the public.
• The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional manager.
• All post holders who are members of a professional body must comply with standards of professional practice / conduct. It is the post holders’ responsibilities to ensure they are both familiar with and adhere to these requirements and maintain their professional membership to the relevant body.

Equality and Diversity and Equal Opportunities

• The post holder must carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders.
• The post holder must promote awareness of and respect for equality and diversity in accordance with Trust policies and procedures.
• The post holder is responsible for treating all staff, patients, service users, NHS contractors and the general public with dignity and respect at all times.

Safeguarding

• Appointments to regulated and controlled activities require an enhanced DBS disclosure.
• All staff have a responsibility to promote the welfare of any child, young person or vulnerable adult they come into contact with and in cases where there are safeguarding concerns, to act upon them and protect the individual from harm.
• All staff should refer any safeguarding issues to their manager and elevate accordingly in line with Trust Child and Adult Safeguarding Policies.
• All staff should familiarise themselves with the NICE Guidelines “when to suspect child maltreatment 2009.”

Professional and Personal Development

• The post holder must ensure that they are aware of their responsibilities by attending the Trust Mandatory Training and Induction Programme.
• The post holder will be involved in a formal IPDR/KSF review with their manager at least every 12 months. Once performance / training objectives have been set, the staff member’s progress will be reviewed on a regular basis, so that new objectives can be agreed and set, in order to maintain progress in the service delivery.
• The post holder will be expected to take responsibility for their own professional development and will be supported by the Trust to achieve development opportunities as appropriate.

Confidentiality and Information Governance

Person specification

GCSE in English and Maths (Grade 9-4 c or above)

Essential criteria

• GCSE in English and Maths (Grade 9-4 / C or above)

Desirable criteria

• RSA II / ECDL or equivalent Completion of PARIS training NVQ 3

Application support - We recommend tailoring your application to each role you apply for, particularly your supporting information. This gives you the best chance of success. Your supporting information should clearly explain, with examples, how your skills and experience meet the essential and desirable criteria for the role.

We are aware of the increase in AI being used for job applications. AI can be a useful tool to assist in writing your application, but these tools may not understand the context or requirements of the job you are applying for and using for all your application will not be a true reflection of your skills and experience. Relying on AI for your whole application can negatively impact on your chances of success throughout the recruitment process as you will be asked to provide evidence to support what you have written. Take the time to proofread your application to ensure you can evidence what you have submitted, whether this is by your experience or certificates

We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the

After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.

If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email

Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with . These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.

If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

Once Checks Are Complete - The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.

Additional Information - Pennine Care are committed to the ‘Get ahead on Flex’ pledge initiative to support the right to request flexible working for all colleagues. “We can work flexibly, as a modern and model employer, flexible and less than full-time working isn’t a barrier to progress in the NHS – it is commonplace” To support a positive experience for all colleagues we are committed to considering all requests for flexible working, in line with service needs.

We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.

If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.

If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.

Please note:

• We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.
• We may close this vacancy early if we receive a high volume of applications. If you have a disability or long‑term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.