Job Title: Team Administrator

Job description

Job title: Team Administrator

Reporting to: Head of the Office of the Chief Operating Officer’s Office

Pay level: B1

Role purpose

To provide administrative support to the Office of the Chief Operating Officer in order to deliver a high quality and responsive service to the office, NMC staff and external contacts. To be responsible for administrative and support activities, contributing to the smooth operation of the office.

Key accountabilities

Administration, reporting and documentation

·  Provide general administrative support for the Chief Operating Officer’s office, including diary management, preparing papers, taking minutes, filing, booking travel and accommodation, and performing other ad hoc tasks as requested.

·  Set up and maintain appropriate office administration systems, processes and files (both manual and electronic) ensuring that all relevant information is kept up to date and accurate and it is accessible to all relevant team members.

·  Regularly update and maintain the engagement and events tracker, ensuring that all relevant information is kept up to date and accurate.

·  Produce standard documents such as, emails and presentations using a range of standard formats and templates.

·  Maintain the Office of the Chief Operating Officer’s office section of the intranet and internet.

Planning and organising

·  Responsible for booking rooms, equipment and hospitality as required for all team meetings and events, internal and external.

·  Draft agendas, minutes and actions lists for meetings. Take notes and minutes at meetings and events. Send out papers and other documents to meeting attendees.

·  Process the invoices and expenses in accordance with the NMC order processing system and procedure, checking for completeness and errors.

·  Prioritise allocated tasks within a daily routine to ensure work is completed to time and to an appropriate standard. Prioritise according to the prescribed deadline, who is requesting the work and the impact of the work.

·  Communicate and escalate any problems to the relevant person quickly and appropriately.

Supporting the team

·  Support the team with various department projects, ensuring deadlines are met and project documentation is up to date and stored centrally.

·  Provide supporting with stakeholder mapping and specific pieces of research as required.

·  Provide thoroughly researched and accurate briefings and biographies for team members in advance of engagement activities.

·  Share ideas, identify areas for improvement and recommend solutions within own working area and across teams.

·  Liaise with other administrators and executive assistants to work collaboratively with within the NMC.

Standard responsibilities

Other responsibilities

There are a number of standard duties and responsibilities that all employees, irrespective of their role and level of seniority within the NMC, are expected to be familiar with and adhere to.

·  Comply at all times with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.

·  Promote and comply with NMC policies on diversity and equality both in the delivery of services and treatment of others.

·  Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act 1998 and its amendments.

·  Comply with NMC protocols on the appropriate use of telephone, email and internet facilities.

·  Comply with the principles of risk management in relation to individual and corporate responsibilities.

·  Comply with NMC policies and procedures as compiled on the organisation’s intranet.

This job description is not exhaustive and as such the post holder is expected to be flexible. Any changes will only be made following a discussion with the post holder.

Person specification

Job title: Team Administrator

Qualifications and experience

·  Educated to A’ level calibre or equivalent

·  Experience working in an office environment

·  Experience of using spreadsheets and Microsoft Excel

·  Experience working in a customer services environment

Knowledge, skills and abilities

·  IT skills including proficiency in Microsoft Office Word, Excel and PowerPoint and the ability to operate and maintain databases

·  Communication skills, including verbal, listening and written

·  Interpersonal skills, with the ability to liaise across the directorate

·  Ability to plan, prioritise a variety of tasks

·  Excellent organisational skills

·  Ability to work to targets and tight deadlines

Personal qualities

·  Excellent attention to detail with a high level of accuracy

·  Highly motivated and flexible

·  Discrete, confidential, diplomatic and tactful

·  Reliable and calm under pressure

·  A commitment to and understanding of the importance of equality and diversity within the environment that the NMC operates