Job Summary
In this role you will be the point of contact for various functions in the SHOT, you will provide personal assistance to the Medical Director and SHOT Operations Manager and provide administration support to the SHOT team.
Main duties of the job
You will be required to undertake administration and clerical duties in support of the Serious Hazards of Transfusion (SHOT) team. Typically, these duties will involve :-
1. Providing a comprehensive personal assistant service, direct office management and administrative support to the SHOT Operations Manager, SHOT Medical Director.
2. Providing administrative support to all members of the SHOT Team and various working groups.
3. Ensuring the smooth running of the SHOT office and the timely prioritisation of all administrative duties.
4. Providing administrative support to SHOT events e.g., Annual SHOT symposium and internal and external meetings with key stakeholders.
5. Acting as a central source of communication between the SHOT Operations Manager, SHOT Medical Director, Working Expert Group and Steering Group and with agencies/contacts external to the organisation.
6. Working with SHOT stakeholders and other agencies to ensure that SHOT objectives are met.
7. Provides and receives information from various sources. This can be from within the department or external to the organisation. Some information will be complicated, and some will be sensitive and confidential. The methods of communication will cover electronic, written and verbal.
8. The post holder will be required to negotiate with external providers to manage and organise the annual SHOT symposium and various external commitments on behalf of the SHOT Medical Director and Operations Manager. As a PA they will be required to use tact and persuasion. A core part of their role will be taking and disseminating formal minutes.
9. Taking and disseminating formal minutes for the Steering and Working Expert Group meetings, the SHOT team meetings and any other associated meetings
10. Have a thorough understanding of the pressures facing the SHOT Medical Director and Operations Manager
11. Administrative/secretarial experience of office organisation, archiving and maintaining inventories
12. Manages own time and prioritises workload.
13. Works with team to manage diaries and events, including diary management and arranging of meetings for the SHOT Medical Director and the SHOT Operations Manager
14. Is responsible for managing and ordering of the office stock and stock/merchandise for the annual symposium
15. Must have experience of delegated financial control and stock purchasing.
16. Be adaptable, creative, and capable of complex communications.
17. Need to be collaborative having the necessary, collaboration, social and cross-cultural skills and be able to work under time constraints when managing as there are time critical decisions that need to be made which will need every member of the team to be able to respond requiring a timely response in a timely manner.
Planning and organisation:
18. Able to manage conflicting demands daily whilst providing day to day admin support to all SHOT staff including Medical Director.
19. You will be the first point of contact for the SHOT office, and they will be responsible for triaging the queries coming into SHOT via phones and emails (there is a dedicated SHOT inbox). You will be required to answer general queries where possible and signpost to the right team members depending on the query.
20. While prior knowledge of the organisation and tasks involved is not needed, you will need to be a quick learner and be able to prioritise conflicting work commitments and always maintain good customer relations.
About You
Qualifications –
21. Educated to NVQ level 3 OR equivalent level qualification PLUS demonstrable experience and knowledge of working in a PA or Administrative role
22. Educated to GCSE A* - C level or equivalent – to include English and Maths
23. Standard keyboard skills
Demonstrates commitment to own continued professional development (CPD)
Experience –
24. Experience of working in an administration role, running ‘bring forward’ systems and chasing progress on actions.
25. Knowledge and understanding of legislation and guidelines relating to data protection and confidentiality
26. Experience of working with information technology using Microsoft Office packages (Outlook, Word, Excel, Teams and PowerPoint)