Band 4 Administrator

Audio/copy typing - this will include correspondence and dealing with highly confidential, potentially sensitive information about service users. Prepare documents for external and internal distribution where appropriate. Produce regular routine information and reports under the direction of the SAANS Operational Team Managers. Responsible for ensuring that Trust policies are implemented within the SAANS Admin Team and wider SAANS services. Propose changes to administrative policies and processes to ensure smooth running of the admin support function. Set up and maintain efficient filing systems, electronic and paper. Manage a bring-forward system for the SAANS services to ensure prompt handling of correspondence and enquiries. Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system. Receive, screen and make telephone calls. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken. Record and brief the SAANS the Operational Team Managers of issues whilst away from the department. Be responsible for the receipt and recording of incoming mail for the SAANS services and to sort and distribute as appropriate. Directing/re-directing outgoing paperwork and electronic mail. Organise meetings, booking rooms/venues, arranging hospitality etc. Support SAANS meetings and MDT meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants. Maintain an electronic diary and appointment system for the SAANS members of staff as and when necessary. Assist in the completion and processing of study leave and annual leave applications. Completion of relevant e-forms on behalf of the SAANS Operational Team Managers. Managing key areas of responsibility within the SAANS Services, which will include the instruction/direction of other members of staff within these areas of responsibility. Provide workload management, supervision, and appraisal (PDR) of junior staff, including management of early-stage sickness/absence. Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines. Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff. Be responsible for the upkeep of the personal files for staff within remit of the SAANS services. Assist in the recruitment and selection of admin staff. Assist in the induction of new staff.