Job Summary
The primary function is to provide efficient and comprehensive administrative and business support for the Deputy Chief Operating Officer, General Managers and Community Diagnostic Unit.
Responsibilities
* Provide discrete, confidential support using own initiative and handle sensitive information.
* Deal with all telephone calls, email, postal correspondence and routine enquiries, drafting replies on behalf of team members and organising priorities.
* Co‑ordinate reports, gathering and formatting information from a number of sources and according to agreed deadlines.
* Transcribe letters, documents, presentations, data and reports to an advanced standard of accuracy and presentation within required timescales.
* Work collaboratively with Executive Assistants to promote effective management of priorities, workflow and diary and travel arrangements.
* Arrange meetings and appointments, including organising venues and refreshments, greeting visitors, preparing agendas, taking minutes, distributing to a timely manner, managing follow‑up actions and liaising with people at all levels both internal and external to the organisation.
* Maintain Deputy Chief Operating Officer and General Managers annual leave, special leave, sickness absence and all other absences on Health Roster.
* Maintain Deputy Chief Operating Officer and General Managers appraisal, statutory and mandatory training records and inform where action must be taken in line with the Trust requirements as and when required.
* Carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative.
* Provide support for specific projects through research, minute taking, general coordination and effective communications.
* Provide, receive and present information of a highly confidential, sensitive or contentious nature either verbally, in writing or an electronic format to appropriate forums.
* Publish and update accurate information on the Trusts Intranet and website as and when required in accordance with the relevant policies.
* Maintain core communications databases and contact lists.
* Establish and maintain efficient and up‑to‑date filing systems for prompt retrieval of information and documentation when required.
* Organise and maintain the office systems, including maintenance of filing systems and photocopying.
* Undertake any other reasonable duties, responsibilities or projects requested by the Executive Management team commensurate with this role as and when required.
Qualifications
Essential
* QCF (NVQ) Level 3 in an appropriate Secretarial or Business Administration field, or combination of education and experience demonstrating knowledge in this field.
* Relevant experience of working at a senior level for a Director or group of directors including diary management and formal minute taking to a high standard.
* Evidence of strong administrative and organisational experience and/or office practices to resolve non‑routine queries.
* Experience of working across multiple disciplines and on a range of activities.
* Experience dealing with sensitive organisational issues.
* Knowledge of full range of executive assistant procedures, including minute taking.
* Fully conversant with MS Office applications (Word, Powerpoint, Excel, Outlook and Intranet/ Internet).
* High standard and quality of communication, presentation and accuracy while working within strict deadlines and conflicting priorities.
Desirable
* Further diploma or graduate level qualification.
* Knowledge of the NHS.
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