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Detailed job description and main responsibilities

1. To be responsible for the maintenance of electronic diaries, arranging appointments as necessary.
2. To take responsibility for planning and arranging meetings (including booking venues and catering), producing and circulating agendas, supporting papers and minutes and take any actions as appropriate.
3. To take and type minutes of meetings as appropriate, including statutory and Committee meetings, to a high standard and to ensure relevant and timely circulation prior to meetings. Attend meetings at Assistant Director and Director’s request to take minutes.
4. To receive and deal appropriately with incoming calls, e-mails and verbal communication from staff, the Integrated Care Board (ICB), NHS Trusts, primary care contractors, statutory and voluntary organisations, the media and the general public.
5. To process all incoming and outgoing correspondence, ensuring rapid and appropriate distribution of information, and to co-ordinate responses from the appropriate staff.
6. To draft (as appropriate) for approval by the appropriate individual, responses to communications received within the department.
7. To establish and maintain effective filing and pending systems which will provide for prompt and accurate retrieval of information.
8. To establish and maintain databases / spreadsheets on a range of issues as required. To maintain accurate records and distribution lists.
9. To administer the non-pay budget ensuring that correct purchasing and invoicing procedures are followed and records maintained.
10. To administer an effective brought forward system.
11. Undertaking a key role, in internal/external communication, developing networks and effective communication with individuals and other organisations relating to the activities of the Directorate.
12. Work with the Director and members of the Team to contribute to the smooth running of the Directorate.
13. Establish good working relationships with other Director’s administrative support
14. To receive and welcome visitors providing hospitality where appropriate.
15. Together with secretarial colleagues, as a team to ensure that all members of the Essex Community Services management team receive high quality secretarial and administrative support. This will involve providing cover for other secretaries as and when necessary.
16. To be responsible for the completion of salary returns for the Directorate.
17. To be responsible for arranging bank / temporary staff cover, authorising time sheets and invoices and raising issues with Finance as appropriate
18. Financial responsibilities may include one or all of the following:

• Monitoring, ordering and maintaining stationery as required
• Invoice processing
• Authorised signatory for e.g. Petty cash for the accounting of petty cash in the department

19. Undertake specific responsibilities as identified by the Director which are commensurate with the role and pay band of the post.
20. To undertake ad hoc projects from conception to completion as requested and supported by the management team.
21. Responsible for the management of employee data including inputting data and information into the payroll and employee relations systems, managing employee files ensuring all information, including professional registrations, training is accurate, and up to date.

SYSTEMS

1. The following are examples of the Secretarial and administrative systems which will be used in undertaking the role

• Share drive filing systems
• Patient administration system for inputting, searching, recording, storing and retrieving information
• Appropriate local systems and coding where required for recording activity and producing correspondence
• Microsoft Office applications including Work, Excel, PowerPoint, Outlook, Access and Publisher
• Intranet / Internet
• Local and national databases and spreadsheets
• ESR - Staff payroll system
• Staff training booking system
• Personal Development Recording System
• Online ordering system -eProcurement
• TRAC Job
• Office Depot
• Health Roster
• Incident Recording system (DATIX)

Note: New systems may be introduced as the organisation and technology develops, however training will be provided.

COMMUNICATIONS AND RELATIONSHIPS

1. Acting as the first point of contact for staff within Children’s Specialist Services, the post holder will be expected to communicate with a wide range of people, including the most senior personnel, both internally and externally.
2. Highly developed communication skills requiring tact and diplomacy are necessary when responding to enquiries on behalf of the senior manager.   Communication is a key part of the post and can be verbally, in writing or electronically. The post holder will have access to confidential information and therefore will need to retain the trust of management.