Job summary
CLCH IM&T department is looking for a lively and dynamic team administrator to support the Chief Information Officer and the rest of the senior management team. This fixed term opportunity comes as a consequence of a secondment of the incumbent colleague. The post will be varied, with the opportunity to support us to deliver projects and get an understanding of technology and its use in the NHS. This will give you an opportunity to develop your skills in this exciting area supporting our service to deliver care. The postholder will be expected to work at our base at Parsons Green and other sites with some opportunity for working flexibly from home.
The successful candidate will be friendly, approachable and able to work independently to meet deadlines. You need to be confident dealing with staff at all levels of the Trust, and assertive when required. You need excellent IM&T skills, especially MS Outlook, Word, Powerpoint and some Excel. Minute taking, preparation of meeting papers and attention to detail are very important, as is the ability to manage multiple tasks at the same time, without direct supervision.
Main duties of the job
The role will provide comprehensive diary management and high-quality administrative support and assistance to the IM&T Team.
The post holder will work with the CIO/ Director of IMT, Enterprise Architect and Information Governance and Risk Manager to assist in building effective relationships between the Trust and its Strategic Partner.
In addition, the post holder will take responsibility for organising meetings/events, taking and circulation of formal minutes and managing internal and external correspondence as appropriate.
About us
Just as we care about our patients' wellbeing, we care about yours!
We can offer you:
- A comprehensive induction into the community service followed by a local induction to introduce you to the role
- Car lease scheme *T&C's apply
- Flexible working options
- Annual travel card loan
- Training, support and development in your career
To have a full look at our benefits and what it's like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits
Job description
Job responsibilities
- General photocopying, faxing, scanning and filing of confidential and non-confidential information.
- To work with the team to organise meetings, events and training sessions including handouts and PowerPoint presentations. Prepare and distribute materials.
- Take and transcribe notes and minutes, drafting agendas as directed and circulating in a timely manner.
- Manage and maintain all filing systems including electronic.
- Maintain a forward plan of production of papers to Trust Groups and Boards at all levels.
- Alongside the IM&T team, maintain an escalation tracker of IM&T and business intelligence issues affecting Trust services.
- Monitor and pursue project plans and tasks from Trust and Capita under the direction of the IM&T Team senior staff.
- Disseminate information regarding the teams availability and schedule to relevant internal or external departments, managers, or organisations as required.
- Manage team diaries and organise and schedule meetings, appointments and interviews in a timely manner.
- Prepare Positive Returns, travel claims and other reporting documents for the CIO
- Monitor responses and manage requests for information ensuring appropriate and timely responses are provided.
- Assist the CIO with the management of Trust IM&T and departmental budgets, as appropriate, and directed by the manager and prepare and code invoices for management to authorise.
- Manage updates to the Trust risk system (Datix), following up completion of actions and collating responses from responsible areas to draft the IM&T risk report.
- Support the collation and completion of the monthly IM&T performance report.
- Be responsible for office equipment and consumable supplies, and order stationery and non-stock requisitions.
- Any other duties and responsibilities supporting the IM&T Team and function.
Please refer to the attached Job Description for full list of responsibilities
Job description
Job responsibilities
- General photocopying, faxing, scanning and filing of confidential and non-confidential information.
- To work with the team to organise meetings, events and training sessions including handouts and PowerPoint presentations. Prepare and distribute materials.
- Take and transcribe notes and minutes, drafting agendas as directed and circulating in a timely manner.
- Manage and maintain all filing systems including electronic.
- Maintain a forward plan of production of papers to Trust Groups and Boards at all levels.
- Alongside the IM&T team, maintain an escalation tracker of IM&T and business intelligence issues affecting Trust services.
- Monitor and pursue project plans and tasks from Trust and Capita under the direction of the IM&T Team senior staff.
- Disseminate information regarding the teams availability and schedule to relevant internal or external departments, managers, or organisations as required.
- Manage team diaries and organise and schedule meetings, appointments and interviews in a timely manner.
- Prepare Positive Returns, travel claims and other reporting documents for the CIO
- Monitor responses and manage requests for information ensuring appropriate and timely responses are provided.
- Assist the CIO with the management of Trust IM&T and departmental budgets, as appropriate, and directed by the manager and prepare and code invoices for management to authorise.
- Manage updates to the Trust risk system (Datix), following up completion of actions and collating responses from responsible areas to draft the IM&T risk report.
- Support the collation and completion of the monthly IM&T performance report.
- Be responsible for office equipment and consumable supplies, and order stationery and non-stock requisitions.
- Any other duties and responsibilities supporting the IM&T Team and function.
Please refer to the attached Job Description for full list of responsibilities
Person Specification
Education/Qualification
Essential
- Good general standard of education at GCSE level (Grade A-C) including English and Mathematics or equivalent Level 2 qualification(s)
- Educated to diploma level or equivalent level combination of NVQ 3 education, short courses and experience
Person Specification
Education/Qualification
Essential
- Good general standard of education at GCSE level (Grade A-C) including English and Mathematics or equivalent Level 2 qualification(s)
- Educated to diploma level or equivalent level combination of NVQ 3 education, short courses and experience
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.
