Description of Duties
Communication and meeting arrangements
1. Ensure that systems are in place so that communications into the Divisional / Directorate Management Team (email, telephone, post etc.) are addressed in a timely way, redirecting and issuing prompts as appropriate
2. Where appropriate, draft and/or issue concise, grammatically correct, sensitive, compassionate and persuasive communications on behalf of the Divisional / Directorate Management Team to a range of stakeholders including staff, service user representatives, and partners. Messages 4 conveyed may occasionally be complex and contentious, using email, Microsoft (MS) Word, PowerPoint and MS Publisher (or equivalents).
3. Ensure that practical arrangements for cover, including leave, on call rotas and other commitments are organised with the Divisional/Directorate Management Team, so that there is always sufficient managerial presence and clarity of on-going cover.
4. Work with and through Business Coordinators to maintain an ongoing programme of management/business and senior clinical meetings across the Division / Directorate.
5. Facilitate senior meetings, panels, video conferences and other significant ad hoc and regular activities; ensuring that the experience of all parties is one of a professional high quality service and ensuring that notes and/or minutes are kept as required in line with Trust policies and GDPR.
Information and planning
1. Analyse data on behalf of the Divisional / Directorate Management Team, as requested, on an occasional basis, linking with the Corporate Information Team as necessary.
2. Ensure the provision of administrative support to business planning processes across the Division by collating data, 5 undertaking analysis where requested, facilitating meetings, compiling reports and drafting presentations
Admin systems
1. Develop, communicate and implement administration policies, protocols and procedures which deliver quality and efficiency to meet the needs of the patients and the service and routinely meet the stated needs of clinical staff. Work will often be undertaken through locality Business Coordinators and will be consistent with approaches taken elsewhere in the Trust.
2. Lead the planning of administrative services within the Division providing for their timelyevolution to meet any revised standards of best consistent practice. This will, in the first instance, be undertaken over an initial transition period and will pay heed to other changing Divisional/Directorate business plans and ambitions.
Person specification
Education and Qualification
Essential criteria
* Educated to degree level or further training and experience which demonstrates equivalent level of attainment
Desirable criteria
* NVQ L4 / L5
Experience and Knowledge
Essential criteria
* Significant experience of working in a large and complex organisation
* Experience of delivering projects against timescales
* Highly flexible to support the changing needs of the organisation
* Experience of Managing staff
* Effective influencing with individuals at all levels
Desirable criteria
* Experience of delivering training on a 1:1 / group basis
Skills & Abilities
Essential criteria
* Ability to prioritise and manage own workload when faced with competing demands
* Excellent written and verbal communication, presentation, interpersonal and liaison
* Ability to demonstrate behaviours consistent with the Trust’s values and act as a role model to colleagues
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