Senior Administrator

Job Ref: 384-SM- Senior Admin – Grade Band 4 – Contract

Job Overview

Looking for flexible work in the NHS? The Flexi‑Bank is a collaborative staff bank hosted by Royal Surrey NHS Foundation Trust in partnership with Surrey and Borders Partnership NHS Foundation Trust. It offers greater choice, flexibility and access to a wider range of opportunities across both organisations.

Location & Working Pattern

Location: i-access Business Support Team, Laurel House, Farnham Road Hospital, Guildford

Working Pattern: Monday to Wednesday from 9:00 AM to 5:00 PM

Responsibilities

• Manage referral, appointment, and discharge processes using electronic calendar and tracking systems to meet performance standards and commissioned targets.
• Act as the first point of contact, delivering a professional and confidential front‑line service to service users, carers, professionals, and partner organisations.
• Oversee team email inboxes and social media communication channels, ensuring timely responses within agreed timescales.
• Maintain accurate data entry and reporting, including use of SystmOne and submission of statutory and performance reports.
• Provide comprehensive administrative support to meetings, projects and service delivery plans.
• Deliver high‑quality customer service while maintaining confidentiality and data integrity.
• Supervise, train and support junior administrative staff.
• Produce accurate correspondence and documentation in line with organisational standards.

Additional Detailed Responsibilities

• Operate and manage referral, appointment and discharge systems using electronic scheduling and tracking tools to ensure compliance with processing standards and commissioned targets.
• Maintain and monitor electronic calendars to optimise workflow and service efficiency.
• Manage incoming and outgoing communications via telephone, email and social media platforms, ensuring appropriate prioritisation and timely responses.
• Operate an efficient telephone messaging system, exercising sound judgement when handling sensitive or urgent information.
• Serve as the primary contact for service users, carers, healthcare professionals and third‑party organisations.
• Gather, review and use service user feedback to inform continuous service improvement initiatives.
• Provide full administrative support for multi‑disciplinary, safeguarding and other service‑related meetings.
• Arrange venues, prepare agendas, attend meetings and produce accurate and comprehensive minutes.
• Track and follow up on actions arising from meetings to ensure completion.
• Support project leads with administrative and coordination tasks across service delivery workstreams to help achieve commissioned targets.
• Accurately input and maintain data on SystmOne Electronic Patient Record system, ensuring high standards of data quality and compliance.
• Conduct regular quality control audits to maintain the accuracy, integrity and timeliness of both paper and electronic records.
• Collate and submit monthly reports to NDTMS and complete statistical returns and other required reports with a high level of accuracy.
• Draft non‑clinical letters and type clinical and administrative documents in agreed formats within specified timescales.
• Ensure all documentation is professionally presented, accurate and handled in accordance with confidentiality policies.
• Train, coordinate and supervise junior administrative staff, providing guidance, monitoring performance and acting as a role model in maintaining professional standards and integrity.

Qualifications

• NVQ Level 4 in Business Administration or equivalent experience (3 years)
• Knowledge of a full range of secretarial procedures and software programmes through RSA3/NVQ3 in typewriting or equivalent demonstrable competence.

Experience

• Minimum of 3 years working in an administrative role; ideally patient/customer facing.
• Proficiency in using Microsoft Office packages including Word, Outlook, PowerPoint and Excel.
• Experience of taking and transcribing accurate minutes.
• Experience of supervising administrative staff and managing your own and others’ workload.
• Experience of developing and maintaining effective and efficient administrative and secretarial processes e.g. electronic filing systems, tracking systems, reports, diary management.
• Experience of working in the NHS or Healthcare sector.
• Experience of working with people with Mental Health and/or Substance Misuse issues.

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