JOB SUMMARY
The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Assistant Director Level as required. This will require the planning, prioritising and monitoring of workload to ensure efficiency and accuracy at all times, and will include gathering information, proposing solutions and taking action to solve problems as appropriate.
KEY DUTIES / RESPONSIBILITIES
To organise and maintain diaries as required and to ensure the Director/Assistant Director is well prepared for meetings with relevant supporting agenda and paperwork.
To utilise Microsoft Office applications in order to produce high quality documents, presentations and reports as required.
To ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate and confidential manner.
To provide administrative services for specific Committees, meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as required. Minute/note taking responsibilities as directed.
To devise and maintain office administration systems to deal efficiently with paper flow; organising and storing paperwork, documents and computer based information monitoring/brought forward systems, management information systems, filing systems etc.
To monitor and request orders relating to Office stationery to ensure adequate supplies are maintained.
To arrange travel and accommodation requirements; and provide administrative support to Workshops/events, as required.
To ensure verification of invoices travel arrangements, course attendance, and accommodation and hospitality purposes.
To welcome visitors, corporate guests and arrange/provide hospitality as required.
Staff Management
To supervise and delegate work to subordinate staff on a day-to-day basis as required, ensuring that all tasks are carried out to agreed quality and time targets.
To provide training in own discipline to less experienced members of staff if and when required.
To participate on selection and interview panels as required.
General
To ensure that statutory regulations and Trust policies and procedures are implemented and adhered to at all times.
To take part in staff development programmes and annual development reviews and/or undertake further training if and when act at all times in a manner consistent with legislation, policy and procedures in respect of Equality and Diversity.
To work to the mission and values of the Trust and display high standards of integrity and professionalism towards clients and colleagues.
To continuously develop and update own knowledge and skills within the job role and contribute to setting own work objectives.
Possess excellent communication and interpersonal skills in order to work effectively with clients and colleagues at all levels, both internally and externally.
Proven ability to work as a member of a team, and on own initiative.
Ability to prioritise workload and to work to tight timescales.
To undertake any other duties relevant to the post as may be assigned from time to time which are consistent with the responsibilities of the Band.