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. Main duties of the job
Responsibilities
* 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
* 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 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
Qualifications
* NVQ level 3 in Business Administration or equivalent experience, Experience providing a full spectrum of administration office tasks
* Proven communication and interpersonal skills
* Diary management experience using Microsoft Outlook
About the Trust
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered. North Bristol NHS Trust values all people as individuals. We aim to be an anti‑discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all under‑represented groups. 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. Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance. If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151. North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments. At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently under‑represented in NBT's workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people. Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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