Job Overview
To provide a full and comprehensive administrative service to the Director of Operational Estates and Facilities, and Senior Management Team covering exceptional levels of high profile work streams including all areas of secretarial, administrative and organisational support.
To be the point of contact for EFM and represent the Management Team both internally and externally and to support the team to focus on delivery of the Trusts strategic objectives.
North Bristol NHS Trust values all people as individuals. We are an anti‑discriminatory organisation and welcome applicants from all underrepresented groups, including people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content‑based creations. The use of AI is monitored and if applicants have used it then they are required to declare this.
Main Duties
* Senior administrative support to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division
* Manage multiple diaries ensuring they are kept up to date at all times
* Ensure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate
* Monitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned
* Use a variety of Microsoft packages to prepare correspondence, spreadsheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style
* Deal with internal and external post, emails and telephone calls
* Receive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times
* A willingness to participate in any training that would be commensurate with the job description
* Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues
* Maintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in accordance with the General Data Protection Regulation (GDPR) and confidentiality rules
* Typing correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division
* Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings
Person Specification
Education
* NVQ level 3 in Business Administration or equivalent experience
Work Experience
* Experience providing a full spectrum of administration office tasks
* Proven communication and interpersonal skills
* Diary management experience using Microsoft Outlook
Employment Details
* Seniority level: Mid‑Senior level
* Employment type: Full‑time
* Job function: Information Technology
* Industries: Hospitals and Health Care
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
North Bristol NHS Trust does not reimburse travel expenses related to interview attendance.
North Bristol NHS Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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