Job overview

We are seeking a reliable and organised Bank Administrator to provide flexible administrative and clerical support to the Winter Pressures Lead and Incident Coordination Centre during periods of increased operational pressure. Working as part of the Temporary Staffing Team, you will help the service run efficiently by managing routine communications, maintaining accurate records and trackers, arranging meetings, preparing documents and supporting day-to-day office requirements. This is a varied role in a fast-paced environment, requiring excellent organisation, attention to detail, clear communication and the ability to adapt as priorities change. You will work collaboratively with clinical and non-clinical colleagues while demonstrating the Trust’s values of Caring, Safe and Respectful.

Main duties of the job

·         Provide efficient administrative and clerical support to the Winter Pressures Lead and Incident Coordination Centre.

·         Monitor shared inboxes and calendars, respond to routine enquiries and escalate urgent, sensitive or complex matters appropriately.

·         Arrange meetings, coordinate diaries and rooms or Microsoft Teams links, and prepare and circulate agendas and supporting papers.

·         Take routine meeting notes or minutes when required and maintain accurate action trackers, rotas, contact lists, attendance records and shared folders.

·         Input, update, collate and retrieve information using Microsoft Office, Teams, SharePoint and relevant Trust systems.

·         Support routine reports, returns and situation updates, distribute approved information and follow up allocated actions within agreed timescales.

·         Undertake general office duties, including correspondence, document preparation, filing, scanning, printing and secure handling of confidential information.

·         Help maintain an organised and well-equipped ICC work area, including stationery, meeting resources and routine administrative displays.

·         Provide clear end-of-shift handovers and highlight outstanding actions, deadlines, risks or unresolved issues.

·         Work flexibly and professionally with colleagues and external partners, following Trust policies, local procedures and information governance requirements.

Working for our organisation

1.       Comply with all Trust policies, procedures and local operating instructions, including requirements for confidentiality, information governance, data protection, records management, health and safety, equality and diversity, safeguarding and infection prevention and control.

2.       Access, use, store and share information only where there is a legitimate business need and in accordance with authorised procedures.

3.       Maintain the security of Trust equipment, systems, records and working areas, reporting any loss, breach, fault or concern through the appropriate route.

4.       Work within the limits of the role and follow the operational direction of the Winter Pressures Lead, placement supervisor or nominated manager.

5.       Attend team or departmental meetings when required and contribute relevant administrative updates.

6.       Support business continuity and system-wide working across Blackpool Teaching Hospitals and the Lancashire and South Cumbria NHS system, where appropriate to the role.

7.       Use resources responsibly, minimise waste and support the Trust’s sustainability and Net Zero commitments.

8.       Undertake other administrative and clerical duties that are consistent with the band and purpose of the post, as directed by the appropriate manager.

9.       This job description is intended as a guide and may be reviewed, in consultation with the post holder, to reflect changing service requirements and Winter Pressures arrangements.