Team Administrator

Cardiff and Vale University Health Board; Thrupp; On-site; GBP 22,000 - 28,000; Full time

Job summary

Cardiff and Vale University Health Board is seeking a dedicated Full Time Team Administrator to support the Stroud Crisis Team within the Inpatient Mental Health and Urgent Care services at Weavers Croft, Stroud. The role covers comprehensive secretarial duties, diary management, minute taking, referrals processing and data entry.

You will work with RiO, E-Roster, ESR and Centros Integra; training will be provided. A can‑do attitude and confidentiality are essential in a busy NHS setting.

Qualifications

• OCR / RSA Level 3 or Equivalent.
• Literacy and numeracy skills.
• Secretarial experience, NHS exposure.
• MS Office proficiency (Word, Excel, PowerPoint, Outlook).
• Experience with multi‑media tech.
• Data input and retrieval experience.
• Ability to plan, organise and take minutes.
• Strong written and verbal communication, sensitive issues.
• Experience in Mental Health settings preferred.
• Audio typing skills.

Responsibilities

• Provide full administration and secretarial support to the Stroud Crisis Team.
• Take minutes at team meetings and process referrals.
• Manage day-to-day diary and arrange meetings.
• Draft replies and handle correspondence for the Team.
• Input data into RiO and other systems; support auditing and monitoring tasks.

Skills

Typing

Data entry

Microsoft Office

Diary management

Minute taking

Communication skills

Confidentiality

NHS experience

Education

OCR / RSA Level 3 or Equivalent

Tools

RiO

E-Roster

ESR

Centros Integra

Microsoft Office Suite

Job description

Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment, Working for the Stroud Crisis Team, ensuring delivery of a full professional administration service providing assistance with administration and data .

To undertake typing, inputting onto a database and administrative work. To project the professional image of the business through demonstrating excellent customer care and confidentiality in all activities. Occasional typing up letters for the Crisis Consultant and making appointments for them and the Team. To provide a full and comprehensive administration / secretarial service. To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to working practices to maximise efficiency / effectiveness of role. To produce copy and / or audio typing of correspondence, reports, presentations and spreadsheets, ensuring all documents are accurate and produced to a high standard. To use Microsoft Office packages to produce reports, spreadsheets, presentations, emails to a high quality standard. To handle all correspondence, including opening, redirecting, distribution and drafting replies to all mail. At times be responsible, in the Managers absence, for opening, actioning and responding to emails and other correspondence. To be responsible for day‑day diary management, arranging and co‑ordinating meetings and to resolve conflicting diary appointments.

This is an exciting and varied opportunity to join our Inpatient Mental Health and Urgent care Admin Team at Weavers Croft, Stroud, as a Full Time Team Administrator for the Stroud Crisis Team. If you have a 'can do' attitude, and enjoy building good working relationships, we welcome your application. The post holder must possess a competent working knowledge of all Microsoft Office packages. The role will include taking minutes at the team meeting, processing referrals and completing administration tasks for the Team Manager and Clinicians. On occasion typing up letters for the Crisis Consultant and making appointments for them and the Team. You will also be asked to support with some auditing and monitoring tasks for Team compliance's. You will be completing administration tasks on RiO, our patient computer system, as well as using other systems for example E‑Roster, ESR and Centros Integra, training will be offered.

Qualifications

• oOCR / RSA Level 3 or Equivalent
• oGood literacy and numeracy skills
• oPrevious experience of working in a Secretarial Role, oWorking knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Publisher and Outlook
• oExperience of using multi‑media technology i.e. smart boards, projector etc
• oExperience of data inputting and data retrieval
• oAbility to plan, organise and take minutes for meetings
• oGood communication skills both written and verbal particularly when dealing with sensitive issues, oPrevious experience of working within the NHS
• oPrevious experience of working within Mental Health
• oExperience of using client data information systems Audio typing skills

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Employee Survey Results

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high‑level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top‑quartile performance in the annual staff survey and Pulse surveys.