Job responsibilities
Key Result Areas & Performance:
- To provide a comprehensive secretarial and administrative support function to the Director including taking minutes at regular meetings.
- To manage the diary of the Director and senior managers, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions
- To deal with incoming correspondence (written and email) on a daily basis, referring post to other members of staff or departments for action as appropriate.
- To arrange meetings, including hospitality, ensuring agendas and associated papers are disseminated in a timely manner ahead of meetings.
- To attend meetings as requested, producing minutes or action logs and disseminating information as necessary
- To type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent
- To monitor stock levels of stationery and equipment and order as required
- To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms.
- To be responsible for co-ordinating responses to complaints for the Directorate and responding in line with Trust policy
- To occasionally deal with difficult situations when seeking or asking for information regarding complaint letters or appointment letters together with verbal complaints.
- To ensure that efficient and effective systems of communication and office practices, such as filing, are established and maintained, both in paper and electronic form.
- To be responsible for updating attendances for staff and making necessary changes when staff change their hours of work, annual leave and other absences.
- To maintain an effective Bring Forward system
To ensure that confidentiality of information, both oral and written, is maintained at all times.
To work closely with the other Corporate Directors Personal Assistants to assist the smooth running of the secretarial and administrative provision including providing cover as necessary
To represent the Director in a professional manner at all times.
To undertake delegated projects or assignments and prepare reports arising from these
- On behalf of the director, carry out research/fact finding work to inform current issues/projects.
- To complete eRostering as appropriate
- Responsible for raising orders on SBS system, receipting invoices and dealing with matching queries
- Responsible for raising waivers on the Procurement system
- Responsible for issuing tenders using the Atamis software system
- Manage variation process for works requests relating to the PFI contract, including regular communication with key stakeholders on progression of variation requests.
- To update the Intranet with Trust reports
- Responsible for monitoring stock levels, ordering and maintaining office supplies/equipment, placing Requisitions orders on SBS receipting them and making payments when appropriate
- Responsible for logging serious and red incident reports ensuring the documents are signed in a timely manner.
- Dealing with any issues that arise in the absence of the Director, filtering whats based on importance.
- Responsible for organising interviews, induction, ID and Login details for new members of staff.
Workforce
To provide cover for secretarial/administrative duties as necessary during absences and at times of pressure.
- To work autonomously, prioritising own workload, deciding when necessary to refer to the Executive Assistant
- To provide general technical support and advice to colleagues on software packages.
- To deal with staffing requirements and ensuring that staff attend mandatory training
- Assist the Director in the recruitment of staff, providing information on their behalf and liaising with the recruitment providers making sure that timetables and schedules for interviews are properly organised.
- Placing orders on SBS system for setting monthly payments for Consultants/staff employed on temporary/interim basis
Location
The postholder is expected to work across both hospital sites.
Partnerships
Communications and Relationships:
Trust Executive Team
Trust Board
Trust Medical Staff
Trust Senior Nurses and General Managers
Executive PAs
All Trust employees
Patients and relatives as necessary
Department of Health
NHS England
NHS Trust Development Authority
Lewisham Clinical Commissioning Group
Greenwich Clinical Commissioning Group
Bexley Clinical Commissioning Group
London Borough of Lewisham
Royal Borough of Greenwich
Bexley Council
Other Trusts and CCGs
Local Press and Media
General
- To ensure that a high quality and timely word processing service is provided (utilising all Microsoft Office packages) when producing correspondence, reports, emails, presentations, project plans and spreadsheets. This requires a high degree of keyboard skills, speed and accuracy. This also requires sitting in a restricted position for a substantial proportion of the working time.
- There is an occasional requirement for prolonged concentration while taking minutes.
- Exposure to distressing or emotional circumstances is rare
Location
The post holder may be required to work across both hospital sites
