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Detailed job description and main responsibilities

Key Responsibilities

•    To provide a comprehensive personal assistant service to the Heads of Service Improvement and Clinical Operations to deliver efficient and effective running of all office and administrative systems.

•    To act as a point of contact for the team, dealing with and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

•    To receive and filter telephone calls, recognising if the call is contentious and utilising initiative when appropriate.

•    To manage an effective bring forward system for the Heads of Service Improvement and Clinical Operations in relation to correspondence, meetings and email communication.

•    To sort and prioritise all incoming departmental postal mail and distribute accordingly.

•    To manage electronic diaries for the team, including arranging and changing appointments, prioritising these as appropriate.

•    To undertake administrative duties such as photocopying for the team.

•    To ensure all urgent communications are dealt with by the relevant team member and within a reasonable time frame.

•    To arrange, attend and produce minutes of meetings of various working groups/committees for the  Heads of Service Improvement and Clinical Operations, ensuring all paperwork is prepared prior to attendance.

•    To obtain briefing papers for forthcoming meetings and events to ensure the team are fully briefed in advance.

•    To organise meetings, including canvassing for dates, arranging venues and catering.  In consultation with managers, circulate agendas and prepare enclosures.

•    To carry out all typing of reports, papers, presentations, documents and correspondence as required, within specified timescales and distribute accordingly.    

•    Plan ahead to ensure peaks and troughs in workload are identified and prioritise in liaison with the Heads of Service Improvement and Clinical Operations.

•    To support the team in project management, inputting, monitoring and collating and checking data and participating in project and department events.

•    To respond to any financial management queries with regards to invoices and ensure all invoices received in the department are signed in a timely manner and forwarded as appropriate.

•    To develop and maintain appropriate filing systems for the Heads of Service Improvement and Clinical Operations to ensure information is kept securely and is accessible to other members of the team.

•    To supervise administrative staff in day-to-day activities as appropriate.

•    To ensure flexibility, covering other administrator’s roles as required and work effectively across all administrative teams.

•    To undertake the responsibility of the Information Asset Administrator (IAA) for the department.

•    To oversee and process the advertisement, recruitment and induction of any staff recruited by the Heads of Service Improvement and Clinical Operations.

•    To provide guidance and advice on relevant policies and procedures relevant to work area.

•    To participate in staff development process on an annual basis, identifying and agreeing own development needs within Directorate objectives.

•    To maintain confidentiality at all times.

•    To adhere to NHS STW policies and procedures.

•    Undertake any other duties commensurate with the Band of the post.