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Team Administrator Solihull 0-19 Service
The closing date is 22 July 2025
Would you like the opportunity to work for an NHS Trust that has been ranked one of the best in the countryin the NHS Staff Survey results?
We are seeking a highly motivated and enthusiastic Team Administrator to join the friendly, busy Solihull 0-19 Service. The successful candidate will provide administrative support across the 0-19 service (including the Infant Feeding, Health Visiting and School Nursing teams). The role includes being the regional administrator for an on online health needs assessment tool for school aged children. You will also be an essential team member in providing administrative support to the National Child Measurement Programme.
You will need to be a flexible and adaptable individual with excellent communication, organisational, data and computer skills and have experience of using electronic health record systems. You will also be required to work as part of a team, as well as being able to work autonomously and have experience of working with children/young people and families.
If you are a positive team player and can respond quickly and easily to changing priorities and demands, this could be the post for you, and we look forward to hearing from you!
Main duties of the job
Under the direction of the Leadership Team, the post holder will provide comprehensive high-quality administration support to the Solihull 0-19 Service
To provide day to day office management, including the ordering of equipment, efficient use of multiple IT systems and being the named Fire Warden- training will be given.
Be responsible for confidential, accurate and efficient administrative support using established processes and IT systems to meet monthly reporting deadlines.
Support the wider Solihull 0-19 Service, to co-ordinate care pathways to deliver a high-quality service to service users within the Solihull community.
Meet the administrative demands of the Solihull 0-19 Service in a busy office environment.
To supervise the School Nurse Assistants and 0-19 Administrative Support Staff (Band 2), on a day-to-day basis and in conjunction with the leadership team.
Ensure smooth running of administrative processes across the service to include delegation and organisation related to the delivery of The National Child Measurement Programme (NCMP) and Ages and Stages Questionnaires (ASQ).
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Job responsibilities
To manage and prioritise workload effectively and be able to work unsupervised using own initiative.
Day to day office management such as welcoming visitors, supporting staff queries, administrative duties to include typing, photocopying, scanning, answering the telephone, retrieving messages, office health and safety and organisation. To actively deal with queries, which may include gaining responses from others/requests for information.
To be proficient and experienced with various IT systems, including Internet, Microsoft Programmes to include word, excel, outlook, and with the skills and willingness to train on other IT programmes including Electronic Patient Record systems. Internal training will be provided
To support service data collection by developing spreadsheets and databases to collect, collate and present information in appropriate formats as required.
To maintain and administer departmental databases by inputting and retrieving information such as annual leave, sickness, training, supervision and appraisal records.
To participate as required in meetings, both in person and on digital platforms such as MST, on camera.
Across the 0-19 Service, to be responsible for ordering and maintaining stock control of equipment and stationery and using electronic ordering systems. To obtain quotes as required for procurement purposes anddemonstrate an awareness of cost efficiency and effectiveness.
To be responsible for stock delivery, including organization and storage of this stock, this will include minimal manual handling, including lifting and carrying items.
To coordinate arrangements for the calibration of clinical equipment on behalf of the 0-19 Service.
To coordinate arrangements for room bookings for the 0-19 Service.
To coordinate arrangements and preparation for events, meetings and training.
To co-ordinate the preparation for meetings, including room bookings distribution of invites, agendas and minute/note taking. Chasing progress on follow up actions as requested.
To generate a range of documentation including emails, letters and reports to a professional standard.
To receive incoming telephone calls and correspondence, and deal with queries at source as applicable. To take accurate messages and direct to the appropriate recipient in a timely manner.
Assist with producing correspondence, reports, presentations and proposals, all of which require maintaining excellent communication links with colleagues to ensure reliable and efficient dissemination of information.
Participate in coordinating audits and risk assessments as required. To organise and be responsible for the completion of a monthly hand hygiene and Fire Audit for the 0-19 Service.
To update and produce weekly staff signing sheets alongside Lone Worker sheets.
To organise and support the delivery and reporting of online health questionnaires.
To organise, support the delivery of and reporting on the National Child Measurement Programme (NCMP).
To organise and support the delivery of and the reporting of Age and Stage Questionnaires (ASQ).
Support the Leadership Team/ Management team with the implementation of new initiatives as required.
To demonstrate continuous development of own knowledge and competence. To be aware of, and adhere to local, Trust and National guidelines and policies and comply with all training as required.
To ensure that confidentiality is always adhered to across all aspects of the role, including patient and staff records access and information shared within office setting and at meetings
To always maintain sensitivity when dealing with private, personal and confidential situations/information relating to both staff and patients, adhering with Information Governance policy and procedures.
The post-holder will participate in service improvement at a department or service wide level.
To ensure that all matters of importance are brought to the immediate attention of the Clinical Lead or Locality Manager.
Participation in the induction and training of new staff and students/learners within the work environment.
Receive supervision support from colleagues. This may be face to face, virtually, telephone or email.
To participate in personal appraisals, 1:1s and to work to achieve agreed set objectives.
To understand current Child Protection/Safeguarding guidelines and procedures in accordance with local safeguarding policies and procedures related to the role
The role is Office-based and therefore requires long periods of sitting.
To be prepared to occasionally travel to other sites within Solihull and Warwickshire, for training or to collect equipment for the team. This may also include administrative roles being completed in Solihull Schools. Mileage will be paid.
To always act to promote the professional image of the Trust and to demonstrate Trust Values: trusted to provide safe, effective, compassionate and inclusive care.
Knowledge, Skills and Experience:
Previous administrative/clerical experience.
Have an understanding of patient and staff confidentiality.
A sound knowledge of IT/Microsoft packages.
Business Administration NVQ Level 3 or equivalent.
To work in partnership but without direct supervision
Perform data reporting relevant to the service.
Highly organised and able to prioritise competing demands, taking accountability for own actions.
Communications and Working Relationships:
To work in conjunction with and communicate effectively with external agencies as part of the 0-19 Service. To support children/young people and families within Solihull, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable children/young people and families.
To demonstrate effective and appropriate communication when dealing with difficult conversations with a potentially anxious or distressed child/young person or family member. To escalate appropriately when required to the Clinical Lead or Locality Manager.
To work in partnership with services across the 0-19 Service in Solihull and across the wider South Warwickshire University NHS Foundation Trust.
Demonstrate effective communication with 0-19 Team, Clients, Families, other agencies.
May be required to communicate basic, sensitive, complex and contentious information.
The post-holder may be required to communicate where there may be language barriers
May experience conflict from members of the public and will demonstrate conflict resolution skills.
Support new staff and other team members to develop their knowledge and skills.
Person Specification
Qualifications
* Evidence of Information Technology (UT) related skills
* NVQ 3, or equivalent, in Business Administration or relevant experience
* Competence to Level 1 Certificate Royal Society of Arts (RSA) in Test and Word Processing or can evidence equivalent knowledge and experience
Experience
* Experience of Microsoft packages inc. Word, Outlook, Excel, data bases and other electronic systems
* Experience of staff supervision
Skills
* Ability to work unsupervised and manage own workload and meet short deadlines.
* Ability to work calmly and confidently under pressure and manage frequent interruptions
* To be proactive and use own judgement and initiative to make safe decisions within boundaries of role
* Demonstrate the importance of maintaining confidentiality of client/staff information.
* An understanding of Child Protection principles and willing to undertake mandatory Child Protection Training
* Excellent interpersonal skills and be able to communicate effectively, verbally, typed and in writing.
* Must be able to demonstrate an understanding of equal opportunities and anti- discriminatory practice in the workplace.
* Must be able to work as part of a team and contribute to positive and effective relationship building
* Must be caring, compassionate, effective, and trustworthy, and work by the Trust values.
* Understand when to escalate issues as required to a senior staff member.
* Recording and maintenance of information systems
* Excellent Problem-Solving skills
Personal
* Highly Organised with attention to detail
* No discrimination attitudes or behaviours
* Work as committed team member
* Display flexibility
Other
* Must be able to meet the travel requirements of the role
* Willing to undertake a DBS (Disclosure and Barring Clearance)
* Must be able to sit for long periods of time
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.
South Warwickshire University NHS Foundation Trust
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