Administrative assistant

Band 2 · Administrator · 176 job evaluation points

Carries out routine administrative tasks for a team, following set procedures with supervision close by.

Responsibilities

Answer calls and emails, take accurate messages, and pass enquiries to the right person.
Enter and update data accurately in the team's systems.
File and scan documents and keep shared folders in order.
Book meetings and rooms, and send out papers.
Order stationery and supplies within set procedures.

Skills

Skill	Expected level	What this level means
Office administrationThis reference	Awareness (1)	You can: follow office procedures for filing, ordering, and data entry keep accurate records of your own work
Digital office toolsThis reference	Working (2)	You can: produce well-formatted documents and presentations quickly and accurately use spreadsheets to sort, filter, and summarize data use collaboration tools to manage shared documents and versions
Correspondence and enquiry handlingThis reference	Awareness (1)	You can: answer calls and emails politely and take accurate messages pass enquiries to the right person
Diary and meeting managementThis reference	Awareness (1)	You can: book meetings and rooms using the organization's tools send invitations and papers on time
Information governance and data protectionThis reference	Awareness (1)	You can: follow the organization's rules for handling personal and health information recognize and report a data breach or near miss
Understanding health and care servicesThis reference	Awareness (1)	You can: describe the main parts of the health and care system and the services the organization supports explain why patient safety and confidentiality matter in your work
Equality, diversity, and inclusionThis reference	Awareness (1)	You can: treat colleagues, patients, and the public with dignity and respect follow equality and inclusion policies

Typical qualifications and experience

Good literacy, numeracy, and keyboard skills.

Band 2 outline

Knowledge: Knows the routines and procedures of the work area; may hold an entry qualification.
Autonomy: Works to set procedures, with supervision available.
Scope: Own tasks within a team.
Leadership: May show new starters routine tasks.
Accountability: Quality and timeliness of own routine work.

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	2	A range of routine procedures, learned through on-the-job training and induction.	36
Analytical and judgmental skills	2	Judgments on facts or situations, some needing analysis.	15
Planning and organizational skills	1	Organizes own day-to-day work.	6
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	1	Follows policies set by others; may comment on changes.	5
Responsibility for financial and physical resources	1	Takes personal care of equipment and resources used in own work.	5
Responsibility for people	1	Shows own work routines to new or less experienced colleagues.	5
Responsibility for information resources	2	Enters or stores data compiled by others, or occasionally writes reports or queries.	9
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 2: 161 to 215)			176

Physical skills are scored at level 3 for advanced keyboard skills, with speed and accuracy in typing and data entry.