Administrator - Breast

The Breast Band 3 Administrator will manage tasks for the administration department, coordinating with other departments as necessary. Duties include handling health record requests, diary management, typing letters and reports, note-taking, operating a bring forward system, preparing agendas and associated papers, and conducting financial and personnel tasks like processing invoices and payroll.

The admin team ensures efficient service delivery, supporting clinical and managerial teams by answering phones, taking minutes, data entry, managing diaries, and other administrative tasks. The post holder will also book medical appointments using an electronic system and communicate with patients via email and telephone. Responsibilities include providing effective administrative support, working flexibly within the team, and contributing to system efficiency. The role requires multitasking in a busy environment, working independently, and supervising Band 2 Admin Support staff.

Please see Job description for full details.

Collaborate effectively as a team member.

Supervise the daily workload of Band 2 Admin Support staff.

Provide administrative services across all departments, including word-processing, drafting, and producing documents such as meeting notes, reports, letters, and business documents from audio or copy sources.

Perform general office duties as required, including filing, photocopying, collating and distributing information, and managing incoming and outgoing mail.

Operate and maintain an accurate and secure filing system that is accessible to all staff.

Maintain spreadsheets and databases, including producing regular information reports.

Organise and service meetings/events as needed, including room bookings, taking accurate notes, transcription, and distribution.

Handle procurement tasks including ordering stationery, clinical supplies, and equipment stock.

Use initiative to meet tight deadlines.

Provide flexible administrative and clerical support as necessary, occasionally requiring work at another base in the local area during cross-cover arrangements.

Communicate effectively using written, verbal, email, and telephone skills.

Liaise closely with staff, service users, and stakeholders professionally.

Serve as a point of contact by receiving telephone enquiries, taking accurate messages, handling calls and enquiries per Trust policies and procedures, and redirecting calls when appropriate.

Exercise confidentiality, empathy, discretion, and diplomacy in communications, including managing challenging situations.

Prepare letters, reports, and other documentation of a sensitive and confidential nature within guidelines.

Communicate basic, sensitive, and complex information.

Manage and address language barriers where applicable.

Attend admin team/departmental meetings regularly and contribute to effective teamwork by exchanging views and ideas and communicating efficiently.

Make decisions within the team while receiving support.

Make judgements involving facts or situations, some requiring analysis.

Operate with minimal supervision, solving problems within own areas of responsibility (e.g., reception and care records management).

Notify the Line Manager of any concerns promptly.

Refer situations requiring further attention to the Line Manager.

Ensure accurate data is provided for statistical and planning purposes as requested.

Identify and promote best practices and innovation to improve efficiency and productivity.

Organise day-to-day tasks, prioritising to meet set timescales.

Undertake work prioritised by the Line Manager and plan and organise straightforward tasks.

Arrange regular meetings, ensuring continuous use of computer and telephone systems.

Advanced keyboard skills are required.

Utilize Trust IT systems for data inputting and familiarisation with various paper and electronic filing systems.

If you're considering a career at Blackpool Teaching Hospitals, you're in for a rewarding experience like no other. Our hospital is not only a place where you can grow professionally, but it's also a community where you can make a real difference in people's lives every day. We are committed to providing the highest standard of care to our patients, and we take great pride in our compassionate and dedicated staff. You'll be joining a team that values innovation, continuous learning, and collaboration. Moreover, Blackpool is a vibrant area with a strong sense of community, offering a great quality of life outside of work. Whether you're a seasoned professional or just starting your career, there's a place for you here at Blackpool Teaching Hospitals where your skills and passion can truly shine.

Edcuation & qualifications

Desirable: - NVQ 3 Team Leadership or Business Administration or Customer care or equivalent experience

Experience & Knowledge

Desirable: - Experience of using Trust IT systems; - Experience of working in Healthcare

Skills & Ability