County Durham & Darlington NHS Foundation Trust
The Communications Department is seeking an Administration Assistant to join our team.
In this role, you will be pivotal in managing diaries, organising meetings, and handling a range of administrative tasks to ensure the smooth running of our department. From scheduling appointments and preparing agendas to supporting team operations and coordinating events, no two days will be the same.
We're looking for someone who thrives in a fast-paced environment, has excellent communication skills, and a knack for juggling multiple priorities. Experience in diary management and administrative support is essential, and familiarity with communications or marketing would be an advantage.
Main Duties of the Job
1. Effectively coordinate and maintain diaries, ensuring meetings and appointments are prioritised and organised.
2. Arrange and prepare for meetings, including booking venues, sending invites, and preparing agendas and note-taking.
3. Provide administrative assistance to the Communications Team, including project support and team coordination.
4. Maintain and organise records, files, and images for easy retrieval and compliance.
5. Assist in planning and supporting communications-related events and campaigns.
6. Act as the first point of contact for internal and external stakeholders, ensuring timely and professional responses.
7. Handle tasks such as raising orders, invoice processing, and supply management.
8. Assist with drafting and proofreading communication materials when required.
9. Handle sensitive information with the utmost professionalism and confidentiality.
10. Any other activities associated within the dimensions of the role.
About Us
If you are being interviewed, you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community-based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1, 2024, we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary. If you are in the UK on a VISA, please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents.
Job Responsibilities
1. Schedule and manage appointments and meetings for the team, ensuring effective time allocation.
2. Organise and prepare for meetings, including circulating agendas, taking notes, and following up on action items.
3. Provide day-to-day administrative support to the communications team, such as managing files, processing paperwork, and updating distribution lists.
4. Draft, proofread, and send emails, letters, and other forms of communication on behalf of the team.
5. Assist in the planning and delivery of events.
6. Support ongoing communications campaigns by helping with research, coordination, and reporting.
7. Serve as a first point of contact for internal and external inquiries, providing timely and professional responses.
8. Oversee the procurement and management of office supplies and equipment for the department.
9. Process invoices and coordinate stock delivery.
10. Handle sensitive information with care and maintain high standards of professionalism.
11. Support the team with photo and filming opportunities.
12. Support the build and coordination of surveys for the Trust.
13. Any other duties commensurate with band.
Person Specification
Qualifications
* Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
* Educated to NVQ level 4 standard or equivalent experience.
* Experience of working in the NHS.
Special Skills and Knowledge
* IT skills and knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint, Access.
* Ability to use email and maintain and update electronic diaries.
* Ability to use discretion and maintain confidentiality.
* Excellent interpersonal skills and verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
* Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public and comfortable and confident working with staff at all levels and with people from all walks of life.
* Able to work independently and use own initiative to resolve queries, in line with departmental policies and procedures.
* Ability to independently organise and prioritise workload in order to meet deadlines.
* Ability to work as a member of a team and be a good team player.
* Committed to quality customer care/delivering excellent customer service.
* Flexible approach to work and adaptable to change.
* Ability to manage a number of projects and priorities simultaneously.
* Able to explain complex issues in simple language and to a variety of audiences.
* Ability to produce supporting information for regular reports for board and committee.
* Ability to co-ordinate projects.
* NHS experience.
Experience
* Demonstrable administrative experience. Experience in setting up and maintaining office online filing systems.
* Experience of maintaining and setting up databases.
* Experience in planning and organising meetings/events and taking notes.
* Experience of providing secretarial/administrative support to a team.
* NHS experience.
Special Requirements
* Must be able to travel across Trust sites to meet the requirements of the post.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer Name
County Durham & Darlington NHS Foundation Trust
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