Job overview
The primary purpose of this role is to provide an efficient and confidential high-level administrative service supporting the Neurodevelopment services Deputy Director and team within the Psychological Medicine, Older Adults & Neurodevelopmental Operational (PMOA&NDS) Directorate. This includes tasks such as diary coordination, organising and providing administrative support for meetings, preparing presentation materials, and managing administrative systems.
Main duties of the job
The role requires excellent organisational and administrative skills, as well as the ability to work independently using discretion, judgement, and critical analysis. The post holder will also be responsible for handling telephone and virtual Teams call enquiries, booking taxis, acting as a Fire Warden, and undertaking other administrative tasks as directed.
Working for our organisation
Our Values
We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I’m going to do is at the heart of everything we do. When you join us, you’ll be part of something special.
As a Trust we are happy to talk flexible working.
Detailed job description and main responsibilities
The main responsibilities include:
1. Administrative Support: Provide an administrative service supporting the Neurodevelopmental Deputy Director and service team
2. Diary Management: Manage the diary for the Deputy Director
3. Meeting Support: Organise and provide administrative support for internal and external meetings, including booking meeting rooms, taking minutes, drafting agendas, booking speakers, and distributing agendas and supporting papers. Coordinate any actions that arise from these meetings and ensure documents are filed electronically and accessible for retrieval.
4. Report and Spreadsheet Management: Provide admin support for the production and maintenance of reports and Excel spreadsheets .
5. Presentation Preparation: Prepare presentation materials .
6. Administrative Systems Management: Develop and manage administrative systems to ensure they are effective and support the smooth running of admin systems. Operate and maintain bring forward systems to ensure meeting papers and reminders are given when required.
7. Enquiry Handling: Handle telephone and virtual Teams call enquiries .
8. Booking Taxis: Book taxis as necessary.
9. Fire Warden Duties: Act as Fire Warden as necessary.
10. General Administrative Tasks: Perform tasks such as electronic filing, printing, and photocopying.
11. Team Collaboration: Work cooperatively with the Management Team admin, providing cover as required.
12. Procurement: Be responsible for stock and non-stock procurement for the Management Team, ensuring that stock levels of essential items are maintained and processing stock and non-stock requests in a timely manner following trust and NHS procurement guidelines.
13. Other Administrative Tasks: Undertake other administrative tasks for the PMOA management team as directed, including postal collection and distribution, placing and chasing Digital Services, Estate & Facilities, and domestic cleaning requests.
14. Site Support: Occasionally work at different sites to support meetings and education/development events .
Person specification
Office management, secretarial,, NVQ, Apprenticeship qualification or equivalent admin experience
Essential criteria
15. 2 years experience
16. High level of IT literacy including Microsoft Teams & office packages
17. Relevant Administrative experience at senior management level
18. Ability to prioritise a diverse workload, work under pressure and meet deadlines
19. Experience of managing complex electronic diaries at senior mgmt level
20. Experience of organising meetings, conferences, workshops and events
21. Excellent organisational and communications skills
Desirable criteria
22. Degree or relevant experience
23. Experience of project managing small projects