Job summary
This role provides direct administrative support to the Directorate Senior Management Team.
The post holder will also be required to liaise effectively with employees at all levels throughout the organisation and with external organisations as required, using verbal, written and electronic media. The successful candidate will provide support to the Senior Management Team in the form of providing up to date information, taking highly competent minutes for high level meetings, maintaining spreadsheets and databases, maintaining of HR and personnel documentation, diary management, and other administrative duties as requested. The post-holder will report to the Senior Business Administrator but be expected to work largely independently and proactively and use independent judgment. The successful candidate will use initiative to prioritise their own workload and exercise discretion as to the degree of urgency, importance and confidentiality required.
Main duties of the job
Arranging and coordinating meetings and preparing, distributing and maintaining documentation
High level and sometimes highly confidential minute taking to ensure quality records are produced
Effective diary management
High level communications with services across the Directorate
Use of Excel or Word to prepare documents as appropriate
Maintaining records and inputting / updating data via databases
Use of systems such as SBS, e-rostering, expenses
Responding to requests and providing information to external stakeholders and internal queries from staff or other Directorates where appropriate
Use of electronic communication systems in accordance with Trust policy
About us
Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.
We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people in Kent and Medway, as well as specialist services for adults in Sussex and Surrey. We are rated Good overall by the CQC.
Each year we care for over 2,000 people in our hospitals and 54,000 people in the community.
We are proud to employ over 3,800 people from 66 nationalities, and to serve an increasingly diverse range of communities across rural and urban areas.
You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.
The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.
Our strategy
Our mission is what we set out to do every dayWe deliver brilliant care through brilliant people
Our vision is where we want to be in the futureTo provide outstanding care and to work in partnership to deliver this in the right place, for every service user, every time.
Check out our recruitment videos Recruitment - YouTube
Job description
Job responsibilities
Planning and Organisational
Manage time effectively to meet deadlines and maintain high standards of efficiency within the role and Senior Management Team.
Assist with diary management of the team, be organised, coordinated, and prioritise accordingly, arrange meetings, and resolve diary conflicts to ensure optimal efficient use of the Senior Managements time.
Plan and organise a range of formal and informal meetings including liaising with employees across the organisation and external agencies.
Maximise the use of electronic systems to enable effective time management such as Microsoft Office and patient record systems.
The post holder is required to have advanced keyboard skills for the purpose of dictation and audiotyping.
Communication and working relationships
Communicate effectively with all members of the Senior Management Team, either by telephone, email or in person, in a highly professional manner.
Be expected to communicate with employees across the Directorate, and the wider organisation and externally as required, always respecting confidentiality
Demonstrate the ability to manage their workload effectively.
Have professional level verbal and written communications skills.
Be expected to behave in accordance with the organisations values.
Financial resources
Ordering of supplies and IT equipment, etc
Assist in the organisation of events
Information Resources
Daily use of IT programmes relevant to the work area to produce minutes, documents, presentations, and reports; be responsible for the effective inputting, storing and maintenance of information.
The ability to interpret and present information clearly and concisely.
Maintain electronic records ensuring information is organised and easily accessible.
Policy and Service Development
Adhere to all relevant organisational policies, and procedures at all times.
Follow existing procedural guidelines and implement changes to working practice that will benefit the Senior Management Team.
COMMUNICATIONS AND WORKING RELATIONSHIPS:
Close working with all members of the Senior Management Team
Liaises with other internal and external stakeholders as required.
Job description
Job responsibilities
Planning and Organisational
Manage time effectively to meet deadlines and maintain high standards of efficiency within the role and Senior Management Team.
Assist with diary management of the team, be organised, coordinated, and prioritise accordingly, arrange meetings, and resolve diary conflicts to ensure optimal efficient use of the Senior Managements time.
Plan and organise a range of formal and informal meetings including liaising with employees across the organisation and external agencies.
Maximise the use of electronic systems to enable effective time management such as Microsoft Office and patient record systems.
The post holder is required to have advanced keyboard skills for the purpose of dictation and audiotyping.
Communication and working relationships
Communicate effectively with all members of the Senior Management Team, either by telephone, email or in person, in a highly professional manner.
Be expected to communicate with employees across the Directorate, and the wider organisation and externally as required, always respecting confidentiality
Demonstrate the ability to manage their workload effectively.
Have professional level verbal and written communications skills.
Be expected to behave in accordance with the organisations values.
Financial resources
Ordering of supplies and IT equipment, etc
Assist in the organisation of events
Information Resources
Daily use of IT programmes relevant to the work area to produce minutes, documents, presentations, and reports; be responsible for the effective inputting, storing and maintenance of information.
The ability to interpret and present information clearly and concisely.
Maintain electronic records ensuring information is organised and easily accessible.
Policy and Service Development
Adhere to all relevant organisational policies, and procedures at all times.
Follow existing procedural guidelines and implement changes to working practice that will benefit the Senior Management Team.
COMMUNICATIONS AND WORKING RELATIONSHIPS:
Close working with all members of the Senior Management Team
Liaises with other internal and external stakeholders as required.
Person Specification
Training, Qualifications and Registration
Essential
- GCSE in Maths and English Grade C or Above or Educated to a NVQ level 3 in Administration or equivalent level of qualification or experience
Desirable
- 5 GCSE's Grade C or above
Experience
Essential
- Previous paid employment of administrative / office work for minimum of 2 years
Desirable
- Previous NHS experience would be advantageous
Knowledge and Skills
Essential
- Basic Excel setting up spreadsheets and updating databases
- Preparation of documents to high quality using word
- Use of outlook for updating of calendar and appointments
- Prioritisation and organisation of workload and ability to meet deadlines
- Good keyboard skills
- Ability to work as part of a team and on own initiative
- Ability to communicate with other colleagues and stakeholders professionally
- Problem solving skills
- Attention to detail
- Minute taking
Desirable
- Intermediate / Advanced level excel
- Evidence of data collection / analysis experience
- Ability to work unsupervised
- Knowledge of virtual meeting systems
Person Specification
Training, Qualifications and Registration
Essential
- GCSE in Maths and English Grade C or Above or Educated to a NVQ level 3 in Administration or equivalent level of qualification or experience
Desirable
- 5 GCSE's Grade C or above
Experience
Essential
- Previous paid employment of administrative / office work for minimum of 2 years
Desirable
- Previous NHS experience would be advantageous
Knowledge and Skills
Essential
- Basic Excel setting up spreadsheets and updating databases
- Preparation of documents to high quality using word
- Use of outlook for updating of calendar and appointments
- Prioritisation and organisation of workload and ability to meet deadlines
- Good keyboard skills
- Ability to work as part of a team and on own initiative
- Ability to communicate with other colleagues and stakeholders professionally
- Problem solving skills
- Attention to detail
- Minute taking
Desirable
- Intermediate / Advanced level excel
- Evidence of data collection / analysis experience
- Ability to work unsupervised
- Knowledge of virtual meeting systems
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.
