Responsibilities
* Provide efficient secretarial and administrative support to the Chief Operating Officer (COO) and Deputy Chief Operating Officer (DCOO).
* Prioritise documentation including minutes, agendas and action logs.
* Manage multiple complex diary arrangements.
* Work as a member of the Senior Operations Team to ensure service delivery and administration cover is provided.
* Provide effective communications and relationships with internal and external contacts.
* Project the professional image of the Trust through demonstrating excellent customer care and confidentiality in all activities.
Additional Secretarial/Administrative Duties
* Provide a full range of secretarial and administration support.
* Work closely as part of a team with the Senior Executive PA to the Chief Operating Officer.
* Use own initiative to prioritise workload and ensure deadlines are met; propose changes to improve working practices when appropriate.
* Use Microsoft Office packages to produce reports, spreadsheets, presentations and emails to a high quality standard.
* Undertake any other administrative duties as required and provide cover for the Senior Executive PA to the COO.
* Assist with diary management and schedule a variety of meetings on behalf of the COO and DCOOs.
* Collate meeting papers and disseminate them in a timely manner.
* Produce documentation including minutes, agendas, presentations and action logs to a high standard.
* Assist with complex diary demands and travel arrangements for the COO and DCOOs.
* Undertake other administrative duties as required by the COO and DCOOs, including HR processes such as sickness monitoring, leave approval, scheduling and recording of appraisals, and assisting with recruitment.
* Arrange workshops and be responsible for hospitality and the booking of venues.
* Ensure meeting rooms are appropriately equipped and maintained before use; liaise with the Senior Executive PA to the COO on maintaining a comprehensive electronic filing system to ensure visibility across the department.
* Be flexible in travelling/working between all Trust sites, where required.
* Schedule site visits for the COO and DCOOs across a variety of Services.
* Be responsible for office systems including ordering stationery, raising purchase orders and payment of invoices.
* Answer internal and external telephone enquiries and take appropriate action.
* Always maintain confidentiality.
* Provide effective communications and relationships with internal and external contacts, ensuring that messages and relations contribute positively to the Trust’s reputation and credibility.
* Actively participate in team meetings and discussions with colleagues to make constructive suggestions as to how services could be improved within own work area and implement such changes with guidance from line manager.
Requirements
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About the Trust
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
* 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
* 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
* 81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
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