This role provides direct administrative support to the Directorate Senior Management Team.
The post holder will liaise effectively with employees at all levels throughout the organisation and with external organisations, using verbal, written, and electronic media. Responsibilities include providing up-to-date information, taking highly competent minutes for high-level meetings, maintaining spreadsheets and databases, HR and personnel documentation, diary management, and other administrative duties as requested. The post-holder reports to the Senior Business Administrator but is expected to work largely independently, using initiative and discretion to prioritise workload and handle confidential information.
Key duties include:
1. Arranging and coordinating meetings, preparing and distributing documentation.
2. High-level, confidential minute-taking to ensure quality records.
3. Effective diary management.
4. High-level communication with services across the Directorate.
5. Preparing documents using Excel or Word.
6. Maintaining records and updating data via databases.
7. Using systems such as SBS, e-rostering, expenses.
8. Responding to requests and providing information to external stakeholders and internal staff or Directorates.
9. Using electronic communication systems in accordance with Trust policy.
We offer an excellent environment in the Garden of England, combining professional development with a high quality of life. We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), serving 1.8 million people with rated 'Good' by the CQC. We care for over 2,000 in hospitals and 54,000 in the community annually, employing over 3,800 diverse staff committed to providing excellent care.
Our strategy is to deliver outstanding care through our dedicated people, aiming to be where we want to be in the future: providing outstanding care in partnership, tailored to each service user.
Key responsibilities include:
1. Managing time effectively to meet deadlines and maintain high standards.
2. Assisting with diary management, coordinating meetings, and resolving scheduling conflicts.
3. Organising formal and informal meetings with internal and external stakeholders.
4. Maximising electronic systems for effective time management, including Microsoft Office and patient record systems.
5. Possessing advanced keyboard skills for dictation and audiotyping.
Effective communication with all members of the Senior Management Team and the wider organisation is essential, always respecting confidentiality. The role requires professional verbal and written communication skills, and adherence to organisational values.
Additional responsibilities include:
1. Ordering supplies and IT equipment.
2. Organising events.
3. Using IT programs daily to produce minutes, documents, presentations, and reports.
4. Maintaining electronic records and ensuring information is well-organised and accessible.
5. Adhering to organisational policies and procedures, and implementing beneficial changes.
This position involves close working relationships within the Senior Management Team and liaising with other internal and external stakeholders as required.
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