Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Hampshire and Isle of Wight Healthcare NHS Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.
Main duties of the job
To provide a comprehensive and efficient secretarial and administration service to the Senior Team including supporting key areas of work and being the main point of contact for all queries. To assist the Senior Team with day-to-day admin tasks. To work with little supervision, prioritise on a daily basis ensuring the smooth operation of the office area and office systems. The role also requires handling comprehensive and sensitive information/correspondence, document management and arranging complex meetings. To work as a member of a team of Administrators and Support Officers in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.
About us
The Pharmacy Optometry Dentistry (POD) team are a proactive, collaborative team that thrives on innovation and a shared passion for excellence. The team values open communication, mutual support, and continuous learning. We believe in empowering each team member to share their unique perspective. Our culture is rooted in trust, growth, and celebration of success, we aim to create an environment where everyone can thrive while contributing to exciting projects that shape the future of POD commissioning.
Job responsibilities
To assist with co-ordinating of diaries for the Senior Team, this includes arranging complex meetings on a daily basis. To exercise judgment and discretion in the daily handling, monitoring and organisation of all appointments/meetings. To cover incoming telephone / MS Teams calls, general enquiries and take messages as required. To manage incoming and outgoing highly complex and highly sensitive correspondence as instructed that urgent matters are dealt with accordingly and passing on more complex queries as appropriate. To deal effectively with and re-direct information to and from others as appropriate. Responsible for agreed bring forward systems which ensures relevant documentation for meetings is available in the agreed timescales. Manage and prioritise own workload using own judgement to make decisions on a daily basis dealing with issues as they arise. To be able to work independently, setting, and prioritising own work within own set timescales for the day, seeking advice and support as necessary. To take responsibility for the handling of highly sensitive and highly confidential information. On a day-to-day basis, maintain a current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying. To assist with providing IT and estates support and guidance to the team as required. Liaise with the IT help desk, reporting any faults, arranging service call/repairs. To assist with producing standard and complex letters, spreadsheets, and presentation materials. Design and produce forms, posters and circulars using computer graphics (Microsoft programmes) as required. To support with projects as instructed. To set up and support the Senior Team at workshops. To arrange, when requested, meetings, conferences, training courses and events including the process of room bookings, catering needs, communication of times and venues to participants in these events and producing agendas and minutes. To organise travel arrangements when necessary for the team. To maintain where required, other activity, data and supervision registers information. Develop effective working relationships within the organisation and with external stakeholders.
Person Specification
Knowledge, Training and Experience
* Educated to GCSE/O level grade C in English or equivalent.
* NVQ 3 in Business Administration/Management or equivalent experience.
* Experience of working in a changing environment.
* Experience of typing and formatting of documents.
* Experience or preparing agendas and taking minutes/notes.
* Experience in complex diary management/ planning and organising complex meetings.
Equality and Diversity
* Demonstrates understanding of issues affecting diversity and inclusion, including how individual actions make a difference to the equality agenda.
Skills and Attributes
* Ability to work as part of a close-knit team.
* Effective communication skills - verbal and written.
* Have a professional telephone manner.
Planning and Organisational
* Ability to act on own initiative without supervision.
* Ability to organise and prioritise work whilst being flexible and adaptable in order to meet competing priorities.
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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