Senior administrator

Band 4 · Administrator · 277 job evaluation points

Leads the administration for a service or directorate, supervising other administrators and improving administrative processes.

Responsibilities

Coordinate the administrative service for a directorate, allocating work to administrators.
Take formal minutes for management and programme meetings.
Write and improve administrative procedures and templates.
Produce reports from trackers and systems for managers.
Monitor spending on administrative budgets and raise variances.
Train and supervise administrators and apprentices.

Skills

Skill	Expected level	What this level means
Office administrationThis reference	Practitioner (3)	You can: organise the administrative support for a service or directorate write and improve administrative procedures train and check the work of other administrators
Digital office toolsThis reference	Practitioner (3)	You can: build templates, trackers, and simple automated workflows make documents accessible to everyone help colleagues get the most from office tools
Correspondence and enquiry handlingThis reference	Working (2)	You can: handle routine correspondence and enquiries yourself draft letters and replies for others to sign keep correspondence logs and chase replies
Diary and meeting managementThis reference	Working (2)	You can: manage diaries for a team, resolving clashes arrange travel, events, and meetings with outside partners make sure papers and actions are ready before meetings
Minute-taking and meeting recordsThis reference	Practitioner (3)	You can: take formal minutes of board and committee meetings, including complex or contentious discussion keep formal meeting records that stand up to audit and inquiry advise chairs on what the record should show
Information governance and data protectionThis reference	Working (2)	You can: apply data protection principles to your work contribute to data protection impact assessments handle information requests and records correctly
People managementThis reference	Working (2)	You can: supervise day-to-day work and give feedback take part in recruitment and induction hold regular one-to-one conversations
Budget managementThis reference	Awareness (1)	You can: follow the rules for spending and ordering explain how your work is funded

Typical qualifications and experience

Substantial administrative experience, at a level equivalent to a foundation degree.

Band 4 outline

Knowledge: Detailed knowledge of the work area, typically from a foundation degree, apprenticeship, or equivalent experience.
Autonomy: Works within guidelines; resolves most day-to-day problems; manager available for advice.
Scope: Own work and a defined service or process.
Leadership: May supervise a small team or coordinate others' work.
Accountability: Delivery of a defined service or process.

Job evaluation (illustrative)

Factor	Level	Level summary	Points
Communication and relationship skills	3	Gives routine information needing tact or persuasion, or complex or sensitive information, or straightforward training to groups.	21
Knowledge, training, and experience	4	A range of procedures, mostly non-routine, needing intermediate theory (for example a foundation degree or equivalent experience).	88
Analytical and judgemental skills	3	Judgements on a range of facts or situations needing analysis or comparison of options.	27
Planning and organisational skills	2	Plans straightforward tasks or activities, some ongoing.	15
Physical skills	3	Developed skills needing speed or accuracy, such as advanced keyboard use.	27
Responsibility for patient and client care	1	Helps patients, clients, or relatives during incidental contact.	4
Responsibility for policy and service development	2	Implements policies for own area and proposes changes to its practices.	12
Responsibility for financial and physical resources	2	Handles cash or valuables, looks after equipment used by others, controls stock, or authorises small payments.	12
Responsibility for people	2	Supervises or coordinates staff day to day, trains others regularly, or gives basic HR advice.	12
Responsibility for information resources	3	Takes formal minutes, regularly writes reports or queries, or maintains information systems as a significant duty.	16
Responsibility for research and development	1	Carries out surveys or audits for own work; occasionally takes part in research or testing.	5
Freedom to act	2	Follows standard procedures and precedent; someone is usually available to ask; work may be checked.	12
Physical effort	2	Frequent sitting or standing in a restricted position, or occasional light to moderate effort.	7
Mental effort	2	Frequent concentration on predictable work, or occasional concentration on unpredictable work.	7
Emotional effort	1	Rare exposure, or occasional indirect exposure, to distressing circumstances.	5
Working conditions	2	Occasional unpleasant conditions, frequent travel or outdoor work, or near-continuous screen use on most days.	7
Total (Band 4: 271 to 325)			277