JOB PURPOSE/SUMMARY
To provide administrative and clerical support to the Microbiology Department/Services. The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Microbiology Department/Service. He/she will also be responsible for inputting data onto the departmental database system and producing reports as required. The post holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
To provide a full clerical support service to the department including:
1. Organising, sorting and filing documents and papers;
2. Dealing with incoming and outgoing paper and electronic post as required;
3. Photocopying, faxing and distributing information by post or email;
4. Typing letters and other documents;
5. Dealing with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals;
6. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary;
7. Providing administrative support for meetings as required, e.g., organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes;
8. Attending and servicing meetings as required, which could include welcoming participants, organising refreshments, taking minutes, and typing them up and circulating them after approval;
9. Maintaining and updating mail-outs and labels for Trust and staff departments, advisory group members and voluntary and community organisations;
10. Liaising with appropriate personnel to make appointments for the Head of Service/Management team and maintaining an appointments diary;
11. Monitoring stock levels and re-ordering stationery and office supplies as required, and non-stock items as necessary;
12. Recording departmental expenditure and petty cash requisitions, producing monthly updates and checking against financial statements;
13. Collecting petty cash as necessary;
14. Co-ordinating and keeping records of staff leave, absences and attendance at mandatory fire training;
15. Adhering to relevant Statutory Instruments and Trust policies and guidelines (e.g., Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines);
16. Maintaining and developing the department's website on the Trust intranet (Training will be given);
17. Contributing to the production of information for distribution across the Trust and to other relevant organisations;
18. Using departmental database for recording appropriate information as requested and producing reports;
19. Any other duties commensurate with the grade which may be required from time to time to ensure the effective running of the service.
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