Job description
Job title:
Team Administrator
Reporting to: Executive Administrator
Job Family:
Business and Regulatory Stakeholder Support
Pay Level:
B1
Role purpose
To provide administrative support to the team in order to deliver a high quality and
responsive service to external customers and NMC staff. To be responsible for
administrative and support activities, contributing to the smooth operation of the team
and department.
Key accountabilities
Reporting and documentation

Set up and maintain appropriate office administration systems, processes, filing
(both manual and electronic) and archiving, ensuring that all relevant information is
kept up to date and accurate and is accessible to all relevant team members.

Carry out administrative tasks such as photocopying, collating and filing documents.
Produce standard documents such as mail merged letters, emails and
presentations using a range of standard formats and templates.

Raise requisitions and GRNs in accordance with the NMC order processing system
and procedure, checking for completeness and errors.

Run automated or routine reports to support department information and
management information procedures.

Provide administrative support to the Procurement team on a regular basis,
including but not limited to assistance with scanning and filing of contracts.

Provide administrative support to the Executive Assistant including basic cover in
her absence.

Maintain records of temporary staff timesheets, verifying against monthly invoices.

Maintain the team section of the intranet and internet.
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Customer Service

Provide excellent customer service in response to enquiries from internal and
external customers, escalating as appropriate.

Receive visitors and provide or request standard information in a courteous manner
and with accuracy, to promote a positive image of the department and NMC to
others.

Provide administrative support in the monitoring of complaints handling.
Planning and organising

Responsible for booking rooms, equipment and hospitality as required for all team
meetings and events, internal and external.

Draft the agendas, minutes and actions lists. Take notes and minutes at meetings
and events. Send out papers and other documents to meeting attendees in a timely
and efficient manner.

Plan any travel itineraries for the team. Organise travel and accommodation via the
central travel unit.

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.

Follow the NMC ordering procedure to ensure adequate stationary and office
supplies are available to meet the team’s requirements.

Communicate and escalate any problems to the relevant person quickly and
appropriately.

Manage calendars for relevant managers and team members as required.
Supporting the team

Provide on the job training for new and current team members, communicating
standard procedures and helping to ensure that team members follow them.

Contribute proactively to areas of improvement and change within own working area
and wider directorate, as part of the quality assurance programme.

Liaise with other administrators and executive assistants to work collaboratively with
other departments within the NMC.
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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.
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Person specification
Job title:
Team Administrator
Qualifications and experience

Educated to A’ level calibre or equivalent

Experience working in an office environment

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

Interpersonal skills, with the ability to liaise across the organisation

Communication skills, including verbal, listening and written

Ability to plan, prioritise a variety of tasks

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
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