General Business Support Activities To provide comprehensive Business support to the Head of R&D and Deputy Director of Research and Innovation and Performance, utilising personal judgement to plan ahead, proactively managing and co-ordinating internal and external commitments to ensure the best balance and utilisation of time. To be aware of the confidential nature of the managerial and professional information that the post-holder has access to and utilise appropriate personal judgement regarding who to contact and what action to take. To deliver a professional and welcoming meet and greet service for visitors to the Directorate and the Senior Team. To manage diaries and emails on request responding to enquiries, bringing forward appropriate information in advance of deadlines and meetings, arranging meetings as required. To resolve and respond proactively to queries on behalf of the Head of R&D, Deputy Director of Research and Innovation and Performance, including conveying messages accurately and quickly, preparing responses for correspondence and initiating follow-up action as necessary. To manage the distribution and dispatch of external post, manage the office function and undertake general office duties. To organise internal and external meetings and events, booking venues, arranging travel, accommodation, equipment and catering as required. To organise the effective collation and distribution of correspondence and papers to ensure that items are both received and dispatched as appropriate. To provide a secretariat service for meetings; preparing and circulating agendas and papers; drafting minutes and following up actions. To be able to use various methods of transcription. To type documentation for the Senior Management Team (sometimes using audio typing). To assist in the management of files, stationery and equipment as required Systems & Processes To be responsible for the development and maintenance of comprehensive administration and management information systems (paper & electronic) and procedures designed to support the effective operation of the service. To devise and maintain high quality and effective office procedures for the R&I Directorate and in particular the Senior Management Team, including data management, archiving, communications and the standardisation of systems and processes. To develop and maintain appropriate office systems including filing, archiving, stationary and general ordering. To assist in the disposal and archive process for confidential and non-confidential documents. To assist in the recording of Contracts and Agreements, obtaining signatures and circulation of finalised documents and upload to database. Business Support Activities To provide a range of information, research and reports as required; this may include processing financial or statistical information and the use of specific IT systems and databases. To monitor performance indicators and provide information for service plans, reports and audits. To work with internal and external auditors providing evidence of compliance and ability to address areas of weakness. To undertake project work, events and special activities as required for the Senior Management Team as required. To maintain the R&I Directorate and CRFs webpages, ensuring they are kept up to date and proactively liaising with subject matter experts to ensure high quality relevant and timely content. To administer financial transactions, including raising and processing invoices using the Trusts systems. Initiate and administer procurement processing and maintain timely records for these activities. To use eProcurement regularly and ensure accurate record keeping on any spends within the service. Office Management To manage IT, telephone and environmental faults and issues. Be responsible for the reporting and resolution of all technical and AV failures to the ICT Service Desk and external suppliers with a support and maintenance contract. To be responsible for monitoring office, travel and catering expenditure, ensuring it is maintained within budget. Compile spreadsheets and reports of these accounts in a logical and comprehensive manner to present to the Senior Management Team and support the raising of invoices as appropriate. To record and monitor sickness/absence, utilising the Trusts Health Roster system. To ensure Health & Safety obligations are fulfilled within the Directorate, maintaining records and the risk register. To manage the room and desk booking systems and onboarding of staff and teams to this system Communications To manage a demanding and substantive workload in a proactive way to meet the Senior Management Teams objectives. Act as the first point of contact for the Senior Management Team for all internal and external contacts ensuring where possible contacts are resolved and where this is not possible, they are directed/passed to the appropriate Senior Manager within the team. Administer e-mail accounts on behalf of the Senior Management Team, drafting responses and following up as necessary. To receive telephone calls on behalf of Senior Managers and deal effectively with those calls. To open, sort, deliver and where appropriate respond to all members of the Senior Management Teams mail. To liaise with the Trusts Communications Team as required on internal and external messaging. Maintain absolute confidentiality regarding staff and patient information. To provide a telephone answer service when covering for the other executive Assistants/Office Members as necessary, taking comprehensive messages. To liaise with UCL ICH Administrative team as necessary on matters of honorary contracts, training, fire safety, IT issues etc. Other To work collaboratively with the staff in the R&I Directorate to ensure the department always delivers high quality and professional service. Working with the other members of the business support function to ensure that the function is always covered. To work collaboratively with Personal Assistants, other Business Support Officers across the Trust and UCL GOS Institute of Child Health to ensure the effective working of the Trusts Senior Leadership Team, including providing cover when required. To cross cover the other members of the Business Support function or PA and Office Manager in R&I. This job description is intended as an outline of the areas of activity and can be amended in the light of the changing needs of the service and will be reviewed as necessary in conjunction with the post-holder.