1. JOB PROFILE FOR
TEAM ADMINISTRATOR
SERVICES FOR FAMILIES (ADULTS)
SURREY COUNTY COUNCIL
Responsible to ~
TEAM MANAGER, SECRETARIAL AND ADMIN OFFICER OR
SUPPORT ASSISTANT
GRADE: Surrey SY5
DATE: October 2006
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2. TEAM ADMINISTRATOR
1. JOB PURPOSE
To provide a comprehensive administrative service to staff in an Adults
Services team.
2. LINE MANAGEMENT
The post holder will;
• be responsible to the Team Manager, Secretarial and Admin Officer or
Support Assistant
• offer professional advice and guidance to all staff in the team
• undertake specific responsibilities on behalf of the service as a whole,
including working with other agencies and corporate staff and the provision of
support to hospital and other teams
3. ORGANISATION CHART
4. MAIN DUTIES AND RESPONSIBILITIES
To perform all of the following duties, or (if more than one such post exists in
a team) those mutually agreed with the line manager as being the priority for
the particular postholder:
a) Provide comprehensive administrative support to all members of the team
through the use of office technology and systems
b) Assist the effective operation of the team by;
• arranging meetings, typing items many of a highly confidential nature,
and occasional minuting of key meetings
• developing and maintaining appropriate systems, e.g. diaries and duty/
cover rotas, standard document and forms, resource inventories,
furniture & equipment inventories and maintenance records
• assisting with the induction and training of new staff to the team so that
they understand the financial and administrative procedures and
practices
• contributing to the provision of effective, professional reception and
telephone duty cover and general clerical services to the team
c) Support the finance function, including preparation of orders for services and
supplies as directed by relevant staff and process invoices by checking them
against orders or care plan details, and coding and registering them on the
electronic payments system in accordance with corporate and financial
regulations.
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3. d) Under the direction and supervision of relevant staff, assist by;
• preparing and maintaining case records and client data in accordance with
service, departmental and national requirements, including assisting if
required with the input of client data to appropriate systems
• providing information, guidance and practical support to users and carers
and assisting with arrangements for placements in accordance with the
objectives of the individual care plan
• minuting complex reviews
• assisting with the assessment and monitoring of cases, with the collation
of financial details, and the provision of information for the review process
• ensuring that all sensitive cases are brought to the attention of the
appropriate member of staff
e) work to the detailed competencies for the post as determined by the service
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4. Team Administrator Person Specification
Qualifications • At least 3 GCSEs or equivalent at Grade C, preferably Essential
including Maths and English
• Administrative or secretarial qualification to NVQ Level 2, Desirable
or customer services related training
Knowledge/ • Previous experience and skills in administrative duties in a Essential
Experience busy office, preferably in a social care environment
• Secretarial skills, including minute taking and audio typing Essential
• Experience of financial work, including the ordering of Desirable
services and payment of invoices, and confidence in
working with numbers
• Ability to set up and maintain office systems Essential
• Experience and skills in the use and application of Essential
information & communication systems and applications,
particularly word processing and if possible, spreadsheets
and databases
• Experience of working with the public, (reception work in Desirable
particular), both by telephone and face-to-face
• Knowledge and understanding of the role of Social Desirable
Services
Abilities/Skills • Good interpersonal skills, particularly dealing with the Essential
public
• Effective written and oral communication skills appropriate Essential
to the situation, with a careful and methodical approach to
information gathering, recording and reporting
• Willing and able to use information & communications Essential
technology and all types of office equipment and
telephone
• A commitment to contribute to improving practice Essential
standards and personal competencies through continuous
professional development
Personal • Willing and able to work and travel within the County Essential
Circumstances • Willingness to work flexibly as part of a team Essential
• Self motivated with initiative Essential
• Creative approach to problem solving Essential
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