Key Duties Office Management: Establish and maintain an administrative system that ensures that work is prioritised to meet agreed timescales. Receive, screen and make telephone calls, deal with general enquiries and develop a comprehensive system in the department which ensures that all messages and phone calls are actioned within appropriate timescales. Work on own initiative to ensure that all post and emails are dealt with, that all urgent correspondence is identified and that information is brought to the attention of the relevant team member in a timely manner. Maintain and update mandatory and other staff training databases using the Electronic Staff Record (ESR). Develop and manage appropriate computer or other systems to support effective day to day functioning of the office i.e. stock and non-stock ordering and supplies, hospitality arrangements. Develop and maintain an effective system (both electronic and paper based) for filing and retrieval of documentation which will, where appropriate, ensure complete confidentiality of sensitive information. Ensure adequate arrangements are in place to cover duties during annual leave and provide cover for other administration staff as agreed with team leads when required. Business Support: Assist and support preparation of draft agendas, and action notes and provide other high standard service support for meetings as required. This will require close liaison with the team's lead and other team members. Undertake photocopying and distribution of papers. Compose routine correspondence and initiate responses to general enquiries. Word-process to a high standard from both manuscript and audio for the production of a range of documents including reports and correspondence. Manage the electronic diary systems and maintain an effective bring forward system to ensure availability of appropriate papers for meetings. Coordinate and arrange meetings, events and working groups for the department and trust-wide, booking appropriate venues and hospitality. Understand and be able to navigate (with training) through Trust information systems. Prepare information in the desired format i.e. report, spreadsheets, charts etc. Support the co-ordination of events. Develop user friendly and effective spreadsheets and databases based on information provided for example service activity and monitoring spreadsheets. General: Work independently with minimal supervision and manage own work area within the team. Ensure good professional working relationships with all other agencies, professionals, colleagues and the public who contact the department. Show a flexible approach in a changing, demanding environment which has an unpredictable workload. Be proficient in using Windows based computer packages in particular Word, Excel, Power Point and MS Outlook. Communicate effectively and courteously when receiving complex or sensitive information that comes into the department, where tact and re-assurance is necessary. Undertake any other duties commensurate with this grade of post in agreement with the team's lead. Attend shifts and adhere to break times in a punctual manner.