Job Summary
Provide secretarial and administrative support to maintain smooth service delivery, manage daily operations, support line manager, and coordinate stakeholder relationships.
Responsibilities
* Arrange meetings, events, and bookings; ensure availability of equipment and documentation.
* Answer telephone, email, and written queries; handle call management as agreed with line manager.
* Produce informal and formal minutes; transcribe and distribute accurately.
* Maintain accurate electronic and hard copy training logs and other records; access management information.
* Collect, collate, and prepare data for budget monitoring and stakeholder information.
* Act as first point of enquiry for customer and visitor reception; signpost relevant information.
* Support communication systems; record and resolve complaints, compliments, concerns, and suggestions.
* Maximise electronic systems (Microsoft Office, patient record systems) for effective service management.
* Adhere to Data Protection and record‑management policies; safeguard confidentiality and safeguarding issues.
* Contribute improvement ideas; prioritise work within policies and set timescales.
* Deliver office support services (post, filing, photocopying) in a timely manner; promote departmental image.
* Process and pass relevant invoices for payment in accordance with business process.
* Support line manager with banking, remittance service, petty cash, and stock management.
* Undertake surveys or audits as directed.
* Build positive working relationships with clinical staff, general practices, service users, and other stakeholders.
Qualifications and Experience
Proactive team player with the ability to supervise junior staff and manage line responsibilities; flexible to carry out any other duties as required by line manager.
Physical Demands
Frequent sitting & standing; keyboard input for most of day; light effort to lift, sort & file case notes; occasional movement of presentation equipment and office supplies.
Compliance
Comply with health and safety, risk management, infection control, safeguarding, and other statutory policies; attend mandatory training; support line manager in implementing these requirements.
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