Administrator

Detailed job description and main responsibilities

General Office
1. Support the delivery of an efficient administration function to support the Senior Leadership Team,
Heads of Service and wider team as required, including diary management, meeting prep and
support with actions, writing email, letters and basic reports.
2. To provide administrative support for day-to-day business delivery and maintenance of staff
records and filing systems including training reports, turnaround, expenses, finance, travel
bookings, study leave forms.
3. To undertake all routine administrative work with regards to the recruitment of new staff, including
arranging advertising, the application process, interviews and preparing personal files, in line with
Trust policies and local procedures.
4. To create, manage, develop and maintain good administrative systems, including the
establishment of appropriate paper and software based records systems.
5. Act as first point of contact for callers to the RRDN offices and for telephone and written enquiries.
Receive and deal with incoming telephone / Teams / Hangout calls in a polite and professional
manner, redirecting or taking messages and using initiative to deal with queries where appropriate.
6. Respond to queries dealing with problems and determining appropriate course of action.
7. Sort, log, distribute and prioritise incoming mail for the team using judgement and experience to
decide which documents may be passed directly to other members of the team for action and
information.
8. Undertake general office support e.g. order stationary, collection of confidential waste,
photocopying/faxing, management of incoming/outgoing mail
9. Requirement to create and format databases/spreadsheets and create or add content to Google
sites and other LMS platforms
10. Arrange replacement/maintenance/repairs of general office equipment; photocopier, printers,
Laptops, PCs.
11.Maintain contacts, electronic distribution lists and update regularly.
12. Inform others of new contact details or other appropriate information to ensure effective
communication and sharing of information.
13. Arrange for the requisitioning and receipt of goods and services and maintain all associated
paperwork.
14.Monitor mandatory training attendance and ensure Risk Assessments are undertaken.
15. Be proactive in the identification of workload issues affecting service provision and assist the
Service to implement action plans to resolve issues.
16. To collate information using a variety of resources. Produce documents adhering to branding
guidelines, analyse reports, compile presentation materials, spreadsheets and graphs to agreed
time scales and formats.
17. To assemble and collate data from files. Compile statistics and other information as directed by the
Head of Service.
18.Manage the booking of and set up of meetings rooms.
Meetings
1. Arranging meetings; including booking venues or online meetings, arranging equipment, ordering
catering, producing draft agenda and associated papers on behalf of the chair, sending to
attendees in a timely manner and collating attendance.
2. Act as the first point of contact for meeting members regarding meeting arrangements,
requirements and attendance.
3. Circulating papers on behalf of the Senior Leadership Team / Head of Service and using initiative to
solve problems as they arise.
4. Take accurate and formal minutes of meetings (which may require travel to attend meetings).
Ensure distribution of the minutes to the attendees in a timely fashion. Follow up actions from
minutes of meetings ensuring reminders are issued at the appropriate time in order that the team
has time to complete such actions.
5. Support department meetings, chasing actions and producing papers as requested.
6. Assist in the preparation and formatting of presentations such as slide sets for meetings.
7. Arrange appointments on behalf of the team.
8. To assist in the arranging and management of team meetings and events.
Communication
1. To act as the first point of contact for the Service upholding the reputation of the team, West
Midlands RRDN and the NIHR RDN.
2. Liaise with a wide range of NHS and other professional personnel, including those at a senior level
within the RRDN and partner organisations.
3. To communicate effectively and professionally with a wide range of stakeholders such as patients
and the public.
4. To use various methods of communication (email, telephone) to ensure effective and timely
communication.

5. Type correspondence, memos, emails and other documents from audio recordings, written copy,
dictation of verbal instructions, on behalf of the Service and general own correspondence as
required.
6. Provide administrative support for Service communication materials by overseeing the circulation
of these.
7. Be familiar with key contacts supporting the activities of the RRDN.
General duties
1. To be able to work autonomously, making judgements and decisions as appropriate, whilst
ensuring the effective coordination and smooth running of a high profile office systems.
2. To , as required by the role (in agreement with the postholder).
3. Occasional lifting/carrying e.g. setting up laptop/projector and moving meeting room chairs/tables
4. Frequent requirement to sit at a keyboard / screen.
5. To maintain confidentiality at all times and adhere to departmental standard operating procedures
and policies.
6. To work effectively as a team member.
7. To use own initiative.
8. To organise work tasks and time effectively to meet competing deadlines.
9. To always ensure a high quality of service to customers/stakeholders and to be helpful and
facilitate.
10. Keep up to date with developments in the NIHR RDN.
11. Any other duties of a similar nature and commensurate with the grading of the role, as requested by
the Head of Service.