Job responsibilities
To act as a point of contact for the Senior Management Team including liaison with external bodies and authorities. To provide effective communications on complex, confidential or sensitive matters, exercising tact, diplomacy and persuasive/negotiating skills whilst maintaining constructive relationships with internal and external contacts. Ensure that messages and relations contribute positively to the Senior Management Team and the Trusts reputation.
Intercept emails for the Senior Management Team taking action, working autonomously making adjustments to broad range situation and planning as necessary and responding in their absence.
Utilising all office systems using advanced keyboard skills with little margin for error. To ensure the smooth running of the Senior Management Team (email, internet, intranet, photocopier, etc). Maintain an effective paper-based and electronic filing system, to ensure information is accurate, secure and up to date for future reference and archive as required.
To communicate and liaise with all levels of staff including Senior Management Team to ensure that information (often complex) is disseminated with discretion.
Provide an expert and wide range of secretarial and administrative support to the Senior Management Team. Receive and manage incoming correspondence, sifting and prioritising, taking action where appropriate. Dealing with routine responses where appropriate, able to prepare letters from bullet point notes requiring accuracy and considerate concentration.
Knowledge of ability to submit and management of information on the Trust Electronics systems (i.e TRAC, Oracle, Post Approval etc.). To provide training and support to colleagues when necessary and responsible for own training and work-based assessments.
To respond to requests for information from a variety of sources, requiring decision making as appropriate.
Oversight of Senior Management Team absence and managing cross cover through peers and deputies.
To prioritise and organise day-to-day management of own workload, to be able to multi-task and plan work for various timescales with frequent unpredictable work patterns. Supporting Senior Management Team to manage the multiple demands on their time whilst prioritising incoming work, initiating solutions to issues arising on a day-to-day basis and audit own workflow.
Manage Senior Management Team diaries effectively, scheduling meetings using NHS Mail, whilst using independent judgement to prioritise and manage complex appointment requests. Being proactive in confirming meeting arrangements, providing travel/location information in advance.
Operate a bring forward system for meeting papers (or electronically) and other items, using own initiative to be proactive in chasing responses and bringing to the attention of the Senior Management Team.
Facilitate meetings for Senior Management Team, including but not limited to Unit Board Meetings, large groups, 1:1s, appraisals and interviews. Duties include the booking of venues, equipment and refreshments as appropriate. Collate and disseminate papers, attend meetings to take formal minutes/action notes and follow-up any actions ensuring the Senior Management Team have the relevant information. Manage and set meeting schedules for the coming year, according to the respective Terms of Reference.
Plan and organise Trusts workshops/programmes for Senior Management Team, this can include booking venues, equipment and refreshments as appropriate and moving equipment. Invite guest speakers and produce delegate information packs when required. Following the event, follow-up on feedback and process invoices.
Support Senior Management Team with recruitment by managing the process through the TRAC system, preparing interview packs, liaising with candidates at all stages of the process and scheduling virtual and face-to-face interviews when required.
To research, book and plan Senior Management Team travel and suitable accommodation when required, adhering to the Trusts and departmental budgetary guidelines.
Intercept all calls for the Senior Management Team dealing with enquiries, taking action as necessary and relaying information as appropriate. This includes complaints which can be distressing and emotional.
Manage the effective transit of Agency Authorisation Forms, OJP, Charitable Funds and Study Leave, etc ensuring urgent requests are prioritised.
Raise purchase orders on Oracle, aligning to the correct budget codes and ensuring these are receipted within the given timeframe.
Word processing of correspondence, reports, minutes etc, either from shorthand or audio tape or generated by the Senior Management Team. Daily exposure to long ongoing static positions and wearing headset.
Design and produce documents using all Microsoft packages according to Trust style Guide.
To respond positively and flexibly to changing and often urgent demands to ensure the Senior Management Team maintains a professional and responsive function. Use own initiative in all areas of work in the absence of colleagues and immediate Senior Management Team.
Working without supervision and lone working, guided by Trust policies and procedures with scope to propose changes in own area and develop the role. Covering all phone enquires and needs of all Senior Management Team onsite on the specific day.
Work with the Senior Management Team to update and revise policies. Ensure all policies applicable to the Senior Management Team are current.
Schedule cover for daily system meetings ensure attendance, apologies sent if necessary and distribution of rota.
Occasional exposure to conditions heat, noise, smells, distressing information, complaints, staff performance.
Participate and undertake surveys.
Collate Easter and Christmas Plans for the Unit.
Flag/Prioritise Senior Management Team emails when on annual leave and sickness.
Ensure cover is in place before approval is granted for annual leave.
Prepare appraisal and mid-year review paperwork.
Need to constantly demonstrate active listening and communication skills and the post requires a high degree of communication skills with the ability to present complex information.
Senior Management Team Secretariat
Participate in providing a front-line service to the Senior Management Team.
Intercepting phone calls and directing as appropriate.
Greeting visitors and assisting visitors for the Senior Management Team.
Identify and act on development opportunities for self/team.
To be a team player and contribute to Team Meetings, disseminate key information and ensure that there is effective and efficient communication.
Will be required sit for long periods at a desk, using a VDU and extended periods of concentrating when taking formal minutes of meetings.
