Job description

Job responsibilities

Administrative and support service

Provide a comprehensive and high level administrative and support service to the Quality team

Manage and prioritise the workload effectively, including the following:

Electronic mail and post

Respond to routine correspondence on behalf of the Quality Team

Draft responses to complex correspondence for the Quality Team to review.

Ensure urgent correspondence is brought to the Quality Team attention or delegated to an appropriate member of staff.

Manage the Quality Team diary

Ensure the diary is managed with effective use of time, and to meet organisational requirements, including rescheduling conflicting appointments and making appropriate travel arrangements.

Arrange meetings with large or small groups of people, coordinating with internal and external parties to negotiate dates and times, and ensuring details are communicated appropriately to relevant parties.

Meeting arrangements

Plan and make arrangements for large meetings and seminars, liaising with internal and external staff to book venues, arrange programmes and speakers. Negotiate costs, ensuring the event stays within set budget.

Attend the event to ensure its smooth running, where appropriate.

Provide an administrative service for meetings including booking venues, preparing papers and taking minutes or notes for accurate transcription. Undertake progress reporting on action items from meetings, liaising with, Quality Team, and other internal and external staff.

Prepare PowerPoint presentations, and ensure equipment is set up ready to present.

Undertake regular testing of presentational equipment including data projection and computers.

Communication

Answer telephone calls from members of internal and external organisations, providing general non-clinical information about the Trust or directing the caller more appropriately.

Greet visitors to the department in a professional and courteous manner.

Document production

There is a regular requirement to produce accurate and professional documentation, in line with corporate style, including letters, reports, presentations, and minutes or notes of meetings. This includes advanced use of IT packages including Word, Excel, Outlook and PowerPoint.

Record systems

Set up and maintain records for sickness and holiday absence of staff reporting to the Quality Team

Manage and maintain effective filing and bring forward systems.

Ordering

Responsible for maintaining stationery stocks and ordering supplies.

General office duties including photocopying and reception duties

Management of meetings and groups

To manage the arrangements for specific meetings in line with agreed protocols, including:

Arranging the annual schedule of meetings, in discussion with the Quality Team

or Chair, along with an annual plan of business scheduled for those meetings.

Ensuring reports are received within agreed deadlines, liaising with Trust and external staff as required.

Communicating effectively with meeting members and circulating agenda and supporting papers in line with agreed protocols.

Be comfortable taking both formal minutes and action and prepare draft minutes within 10 working days for approval by the meeting Chair.

Taking responsibility for progressing action items from meetings, liaising with Quality Team and other staff, to ensure up to date position statements are available for following meetings.

Person Specification

Qualifications

Essential

• Good standard of general education (4 GCSEs or equivalent), including Maths and English language
• Level 3 diploma in administrative practice or business management or equivalent knowledge
• Evidence of continued professional development

Experience

Essential

• Previous experience of working within the NHS
• Previous experience of working within administration at a senior level
• Taking and transcribing formal minute
• Pitman or Teeline shorthand, or equivalent skill in minute taking and transcription of notes

Skills

Essential

• Previous experience of working within the NHS
• Previous experience of working within administration at a senior level
• Taking and transcribing formal minutes (at Board level)
• Pitman or Teeline shorthand, or equivalent skill in minute taking and transcription of notes
• Excellent IT skills and experience in the use of Microsoft Office, including Word, Outlook and Excel, other databases.

Personal Qualities

Essential

• Tactful and diplomatic
• Adaptable and flexible
• Organised, professional and punctual
• Ability to work and communicate with people at all levels
• Team player
• Ability to concentrate for prolonged periods
• Ability to deal with unpredictable workload and frequent interruptions
• High degree of discretion and initiative

Other

Essential

• Good personal presentation
• Flexibility in working hours
• Ability to independently travel
• Car driver

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Flexible

Warwickshire

CV34 6SR

United Kingdom

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)