Team Administrator

NHS Jobs; Stoke-on-Trent; On-site; GBP 23,000 - 27,000; Full time

Job summary

NHS Jobs in the United Kingdom is seeking an administrative assistant to provide and receive routine information, support patients and staff, and help with training where needed.

You will handle data entry, basic document production, minute taking, and prepare reports using Word, Excel and Outlook, following established policies.

The role requires good organisational skills, diary management, stock control and room bookings, plus liaison with partner services to ensure smooth operations.

Responsibilities

• Respond to routine information requests and provide advice to staff and patients as needed.
• Manage diary and co-ordinate meetings, rooms, and events.
• Perform data entry, text processing, and basic reporting using MS Office.
• Follow established policies, procedures and codes of conduct in daily work.
• Liaise with partner services and external parties to support operations.
• Maintain filing systems and electronic databases for auditable stock and resources.
• Provide guidance or demonstrations to new staff as needed.
• Assist with surveys or audits and maintain training records in LMS systems.

Job description

Key Duties/Responsibilities

1. 1. Providing and receiving routine information which may sometimes require tact or persuasive skills or skills to overcome barriers to understanding. This may also involve providing and receiving complex or sensitive information, and providing advice, instruction or training to groups where the subject matter is straightforward. In particular, this will involve: Responding to appropriate requests for information Acting on correspondence responding to, or referring to the appropriate person Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (i.e. staff, students, external parties) Liaison with partner services and organisations Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. photocopying, filing Handling telephone queries and directing as appropriate Assisting patients/clients/relatives during incidental contacts such as phone calls.
2. 2. The role will require capacity to make decisions, which may require consideration of a range of options, such as: Judgements on how to deal with enquiries, staff/carers/external contacts Prioritising work, resolving conflicting diary appointments and schedules.
3. 3. Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer-based data entry systems. Particular systems used in this role are detailed under Specialist/Technical requirements. This may include activities such as: Taking and transcribing formal minutes Producing basic statistical reports Maintaining information systems It is probable that the role will require use of VDU equipment for a substantial proportion of time and does require advanced keyboard skills equivalent to typing at RSA level 3.
4. 4.Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area. Work is managed rather than supervised.
5. 5. Planning and organisation of straightforward tasks, activities or programmes. This may include activities such as: Maintaining effective filing systems and electronic databases. Co-ordinate programmes of work (such as training schedules, events or the use of rooms, setting up of rooms) Arranging meetings and diary management, managing on‑call rotas.
6. 6. Responsible for maintaining auditable stock control and/or security of stock, with particular emphasis on cash office and stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops. Receipt of goods Maintaining stock levels, issuing stock Cash office control.
7. 7. Provide advice or demonstrate own activities or workplace routines to new or less experienced employees in own work area.
8. 8. To undertake surveys or audits, as necessary to own work. Specialist/technical requirements LMS, some online mandatory training packages are available via this system Lorenzo (ROSE) electronic system, to log all patient contacts Microsoft packages i.e. Word, Access, Excel and Outlook.