Integrated Team Administrator

Job summary

We are seeking a proactive and organised individual to join our Integrated Administration Team. This role is vital in supporting the smooth running of our multi-professional services, providing high-quality administrative and reception support across a dynamic and fast-paced environment. You'll be working within the Neighbourhood Hub, helping deliver a 7-day service across Somerset.

As a key member of the Integrated Administration Team, you will provide comprehensive administrative and reception support to ensure the smooth operation of services. Your responsibilities will include managing incoming and outgoing mail, answering and directing telephone calls, and ensuring courteous and effective communication at all times. You will support the multidisciplinary team with a range of administrative tasks, including scanning, filing, typing, and compiling standard letters.

Main duties, tasks & skills required

You will be responsible for maintaining accurate records of referrals, attendances, discharges, and deaths, as well as assisting with room bookings and preparing materials for meetings, such as files, papers, and refreshments. The role requires initiative and the ability to prioritise workload to meet deadlines, while maintaining confidentiality and secure working practices.

In addition, you will be expected to enter data into the Trust's computer systems regarding referrals and appointments, type reports, letters, minutes, and forms with accuracy and professional presentation, and attend meetings when required to take notes and carry out follow-up actions. You will also be involved in ordering agreed items and participating in mandatory and agreed training sessions.

This role includes shift cover within the Neighbourhood Hub, which involves answering telephone calls, opening referrals to community services, booking appointments, and uploading documentation. Weekend and out-of-hours working will be required to support the Trust's commitment to delivering a 7-day service across Somerset.

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Job description

• Deliver courteous and effective communication via phone and in person
• Collate and distribute incoming/outgoing post daily
• Undertake scanning tasks for the multidisciplinary team
• Maintain administrative files and support room bookings for meetings and appointments
• Prepare meeting materials including files, papers, and refreshments
• Take initiative and prioritise workload to meet deadlines
• Compile standard letters and type reports, minutes, and forms with accuracy and professional presentation
• Enter data into the Trust's computer systems regarding referrals and appointments
• Attend meetings when required, take notes, and follow up on actions
• Support weekend and out-of-hours working to help deliver a 7-day service across Somerset
• Engage in ongoing training and development as agreed with the Administration Team Lead

Person specification

Qualifications

Essential

GCSE (or equivalent) English and Mathematics
RSA Stage III Word processing, typing or equivalent
NVQ 3 Business and Administration or working towards within agreed timescale

Experience

Essential

Knowledge of information technology packages including Microsoft Word, Excel, Outlook and PowerPoint
Experience of using electronic systems e.g. RiO, Integra, E-Roster
Experience of setting up and maintaining office systems
Appropriate and significant amount of administrative experience
Proven teamwork experience

Additional Criteria

Essential

Evidence a good standard of literacy / English language skills
Excellent verbal and written communication skills
Compassionate - exceptional interpersonal skills with the ability to communicate effectively with patients, carers and relatives, remaining sensitive and empathetic
Ability to prioritise own workload and keep to deadlines
Ability to recognise and manage challenging situations in a calm and professional manner
Ability to work under pressure
Ability to produce accurate and concise work
Able to take instruction and direction and work effectively as part of a team
Experience of co-ordinating meetings
Ability to take minutes
Accuracy and grammatical awareness
Good problem solving skills and patience
Act in ways that support equality and diversity

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

For help with your application, contact:

Fiona Spirrell

[email protected]

07795906057