Job overview
We are seeking a proactive and highly organised administrator to join our Children & Young Peoples Directorate to provide essential administrative support for our busy PA Team.
You will work collaboratively with the PA's to ensure operations run smoothly, providing assistance to our Senior Management Team whilst maintaining discretion and confidentiality.
You will actively monitor and oversee the shared inbox, responding to enquiries, tracking unresolved queries and flagging high-priority urgent messages.
Oversee the purchase order process, including raising new purchase requests through the internal procurement system, matching invoices against purchase orders for verification and goods receiving the items.
Main duties of the job
* To provide an effective and efficient administrative service including assisting in scheduling high-level meetings and events, aligning conflicting calendars, venue/room bookings and producing meeting transcripts and action trackers from Microsoft Copilot.
* Maintain spreadsheets and databases, performing regular data entry and verification, compiling and formulating this data to produce routine regular information reports.
* Operate and maintain a robust, accurate and secure electronic filing system.
* Undertake general office duties as required including scanning, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail.
* Procurement, ordering stationery, equipment stock and raise purchase orders.
* Good organisational skills with the ability to work both independently and as part of a team, whilst using your own initiative to meet tight deadlines.
Working for your organisation
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put ‘people at our heart’; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
Generous annual leave entitlement which increases during your time with us
Excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
Salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
Discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
Wellbeing support, including an in-house counselling service, external helpline and more
Staff networks and support group
We’re always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
Detailed job description and main responsibilities
The successful candidate must be able to build effective working relationships, with a professional, confident and mature attitude. We are seeking a team player, who is resilient, approachable and accessible, with a "+can do" flexible approach to work and positive approach to change to support service developments.
The successful candidate will be required to have good standard of English in order to format letters/documents, be experienced in minute/note taking with accurate data inputting skills. You will be expected to manage and prioritise your own workload.
Applicants will need to be computer literate with an excellent working knowledge of Microsoft packages.
This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.
Please see the attached support information, this will give you a better overview of the job role and requirements.
For further details / informal visits contact:
Name: Louise Cosgrove
Job title: Senior Admin Lead
Email address: Louise.Cosgrove@covwarkpt.nhs.uk
Telephone number: 07917 131404
Person specification
Qualifications
* Good General Education (e.g. GCSE English and Maths A-C)
* QCF Business Administration Level 2 (or equivalent)
* QCF Customer Service Level 2 (or equivalent)
* Demonstrate ability to meet the Trust Values
Knowledge & Skills
* Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
* Advanced keyboard / IT skills
* Ability to manage and prioritise own and other’s workload and use own initiative
* Good organisation skills and ability to multitask
* Good time management skills
* Good knowledge and understanding of reception / office procedures
* Ability to take and transcribe notes of meetings in a timely manner
* Ability to maintain relevant recording and information systems
* Ability to problem solve
* Understand confidentiality and apply the principles in everyday working practice
Experience
* Experience of working with a range of Microsoft Office packages (e.g. Word, Excel, Outlook, PowerPoint and Access)
* Experience of using Trust IT systems
* Experience of working in a busy office / customer care environment
* Experience of working in Healthcare
Personal Attributes
* Work effectively and flexibly as part of a team to meet the needs of the services
* Confident in dealing with people at all levels
Other
* Ability to travel to multiple sites
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