Address Responsibility for providing a full secretarial and administrative service to designated staff/Managers. This will include diary management, management and production of all correspondence and the development and maintenance of document management systems. To collate e-mail and other correspondence and respond where appropriate. To bring essential items to the attention of the designated staff/Managers for action.
Preparation and management of key meetings and events. This will include drafting of agenda, production of formal minutes, dealing with action points, tracking progress on actions and booking of venues. Preparing paper work which maybe required for meetings the management team maybe attending, this includes supervision paperwork. Responding to urgent requests as necessary and ensuring that urgent and sensitive items are dealt with accordingly.
Band 4 Administration supervisor JD/PS June 21 Provide support in document drafting, collation of relevant information (conducting additional research where necessary) for meetings and reports (including investigations) preparation of correspondence on a wide range of routine and non-routine issues both internally and for external partners. Support the work of the designated Managers/Staff through coordinating meetings and for external partners. Support the work of the designated Managers/Staff through coordinating meetings and Coordinating meetings and carrying out administrative actions, as specified in meetings. Timely and accurate collation of raw data from internal and external sources on a regular basis and production into appropriate formats, e.g.
spreadsheet, report. Including NHSP Audits, Unvalidated RiO notes, Clinical Vacancies, Safer Staffing, Supervision Records, Sickness Level monitoring, Managing Performance. To support the manager by producing regular activity reports for management audit and planning processes. Provide and receive information electronically, verbally or in writing which may be of a confidential or sensitive nature and ensure this is communicated properly within and outside the organisation.
Plan and prepare complex staffing rotas on behalf of the Manager(s). Put out and authorise NHSP shifts. Sign off mileage and expense claims. To have a full and in depth working knowledge and understanding of e roster.
Approve annual leave requests (with management agreement) and manage leave and sickness records for area of responsibility. Be familiar and competent with the use computer packages and hospital systems. To attend and take formal minutes/action notes for a variety of meetings such as Management Team Meeting, Business meetings, Quality and Safety, Safeguarding, Leadership team and any other as required. Maintaining an effective audit trail.
To provide day to day support to team/service/division managers. To act as a Registration Authority Agent for the RiO IT system.
