TEMPLATE 1 – Job Description

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					South Birmingham PCT Job Description

TITLE:                            Administration Assistant

DEPARTMENT:                       Speech and Language Therapy

LOCATION:                         Oak Tree Lane Centre, Selly Oak

ACCOUNTABLE TO:                   Clinical Lead Speech and Language Therapy

BAND:                             3
(Please note that new entrants to the NHS [or new to the band] commence at the bottom
of the salary scale)

AfC Ref:

HOURS:                            Average of 37.5

Job Purpose

To work within the speech and language therapy team to provide administrative and
business support on a day to day basis, contributing to the efficient and effective running
of all administrative and office systems within the department.

Responsible for

No direct reports
No budgetary responsibilities

Main Duties

1. Prioritise and manage comprehensive administrative and business support for the
   clinical leads on a day-to-day basis i.e. word processing, audio typing, databases,
   spreadsheets, e-mail, fax, diary management, filing.

2. Produce a high standard of correspondence including routine/non routine letters,
   reports, agendas and minutes.

3. Deal with routine correspondence relating to post scope on own initiative.

4. Undertake data input as required

SBPCT Job description Template
5. Type letters, reports and set up other documents such a proforma‘s as requested by

6. Plan and co-ordinate meetings /events - this involves contact with a wide range of
   people both within and outside the PCT, including directors, managers, clinical and
   non-clinical staff and the public.

7. Manage incoming post, e-mail and other messages, including confidential material;
   to summarise and prioritise these in order to draw them to the attention of managers.
   To ensure that matters are dealt with professionally.

8. Develop good communications with PCT staff and ensure information requests and
   correspondence (letters/ email or verbal) are dealt with efficiently and effectively.

9. Responsible for preparation of draft agendas, taking formal minutes (and action
   notes) and provide other high standard service support for meetings as required.

10. To maintain an effective filing/information retrieval system for the team as

11. To maintain an accurate record of all absences including annual leave, sick leave
    and study leave for all staff in the department if allocated to do so.

12. To ensure all necessary paperwork is completed in respect of HR systems for new
    and existing staff, including recruitment, disciplinary and grievance correspondence,
    in liaison with the relevant manager if allocated to do so.

13. To organise travel arrangements as required for staff.

14. As a member of the directorate to attend departmental Team meetings.


1. The job involves working to strict deadlines at times and to work with other staff as

2. The job also involves high standards of confidentiality and discretion, because of the
   nature of the information handled by the Directorate.

3. The work of the Directorate is flexible and variable in content and any additional
   tasks within the scope of the post will be determined by mutual agreement with the
   post holder and the management team.

4. To undertake other duties commensurate with this grade of post in agreement with
   the relevant line manager.

SBPCT Job description Template
Performance Management

All employees have a responsibility to participate in regular appraisal with their manager
and to identify performance standards of the post. As part of the appraisal process every
employee is responsible for participating in identifying their own training and
development need to meet their KSF outline.

Health & Safety At Work

Attention is drawn to the responsibility of all employees to take reasonable care for the
health & safety of themselves and other people who may be affected by their actions at

Equal Opportunities

South Birmingham Primary Care Trust is committed to being an equal opportunities
employer and welcomes applicants from people irrespective of age, gender, race and


The PCT operates a No Smoking policy.


Whilst the postholder will be based at Oak Tree Lane Centre this is a Trust wide
appointment and travel around the Trust may be required.


Your attention is drawn to the confidential nature of information collected within the
National Health Service. The unauthorised use or disclosures of patient or other
personal information is regarded as gross misconduct and will be subject to the Trust’s
Disciplinary Procedure and, in the case of both computerised and paper-based
information, could result in a prosecution for an offence or action for civil damages under
the Data Protection Act 1998.

Job Description

This job description will be subject to discussion and reviewed on an annual basis within
the appraisal process.


SBPCT Job description Template
SBPCT Job description Template
SBPCT Job description Template