Location: Exeter, EX2 5AF
Salary: £26530.00 to £29114.00
Date posted: 18th November 2024
Closing date: 3rd December 2024
Our professional responsibility is to reduce the risk of infection to others as far as possible. Getting vaccinated against diseases that can be passed person-to-person in healthcare settings is part of this responsibility. The Trust will provide advice, guidance and support on vaccinations and access to vaccinations where requested.
Job Description:
We are looking for a competent administrator to join our small and friendly management team, providing soft facilities services to all locations within the organisation. Using a professional, flexible, and considered approach, you will organise and develop the role to efficiently support the demands of the service.
Main duties of the job
As an integral part of the Facilities management team, you will help support the management of a range of services over the trust estate, some of which are directly managed, and others undertaken by external providers. You will assist in developing assurance procedures, managing the priorities of the team, facilitating internal and external meetings, and taking ownership of the administrative functions within the team.
About us
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do.
Job responsibilities
The post holder will be responsible for providing an effective and efficient administrative function to assigned senior manager/s and their associated team/s. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills.
The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.
Key Responsibilities include:
1. Comprehensive diary management and ensuring manager/associated team members are briefed and ready for meetings and appointments.
2. Collate and distribute reports/papers for meetings chaired by the manager/associated team and ensuring the agenda is sent out to report authors and attendees in advance.
3. Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records.
4. Event coordination and planning as required.
5. Supporting the manager and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on finance systems.
Profile
Excellent planning and organisation skills.
Enthusiastic and confident to challenge.
Professional telephone manner.
Collegiate approach and diligent.
Takes pride in their work and consistently strives to produce work of the highest standard.
Seeks to deliver the best possible outcome rather than just the task at hand.
Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload).
Excellent time management skills to manage their own time and that of the Manager they support.
Experience of prioritising a varied and busy workload their own and that of the Manager they support and using initiative.
Experience of working under pressure with the ability to work to and achieve deadlines.
The role will involve the development and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
Person Specification
Qualifications
* RSA 3 Word Processing or equivalent level of experience in practice.
* NVQ4 in administration or equivalent level administrative knowledge and experience.
* GCSE English or equivalent.
* Evidence of continuing professional and personal development.
* ECDL (European Computer Driving Licence).
* Shorthand or Speedwriting.
Experience
* Excellent organisational skills.
* Ability to prioritise workload and adapt to change when required.
* Previous experience of working within an administrative or secretarial team.
* Experience of dealing with confidential and complex information.
* Ability to take accurate formal and informal minutes.
* Demonstrate good numeracy and literacy skills.
* Previous experience of working in a public service sector setting.
Skills and Abilities
* Excellent interpersonal and communication skills both written and verbal.
* Able to deal confidentially and tactfully with people at all levels.
* Ability to take and convey clear messages.
* Able to plan, organise, prioritise, coordinate and work flexibly.
* Ability to exercise initiative operating within procedural guidelines.
* Ability to work without direct supervision on a day to day basis.
* Attention to detail/quality.
* Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
* Ability to plan ahead and anticipate.
* Ability to prioritise workload in response to changing demands.
* Able to multi-task.
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.
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