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Emergency Preparedness, Resilience and Response

3 months ago

Torquay, Torbay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time
The post-holder will be responsible for providing administrative and clerical support to ensure an effective and efficient service to the EPRR team

Main duties of the job

  • Provide comprehensive administrative support to the EPRR team
  • Collation and submission of the monthly Manpower Sheets for the EPRR team
  • Maintain Electronic diaries, booking and rescheduling appointments
Produce documents via copy and audio transcription, composing non-routine letters as necessary

  • Support and facilitate meetings through: sourcing suitable venues, recording of notes / minutes and distribution of associated paperwork. Follow up actions as necessary.

To include:

  • Minutes for Staff Meetings
  • Minutes for various patient focused groups and other ad hoc meetings
  • Review and update Patient / Client records on a Bespoke database ensuring accurate recording and retrieval of data
  • Undertake general office duties to include dealing with the post (collections and outgoing), scanning / photocopying / faxing / laminating and associated tasks
  • Undertake Admin/Go To role first point of contact in the admin office
  • Wider Team administrative cover as required to cover sickness and annual leave
  • Maintain HR filing system both manual and electronic to include: supesupervision / appraisal paperwork, sickness forms, letters etc
  • Preparation of paperwork for training courses
  • Ordering of stationery for the service
  • Dealing with IT Issues within the Teams and "trouble shooting" where possible


The post holder will be part of the EPRR team that helps deliver an environment for those who use or work in the NHS which is safe and secure.


  • Work within a multidisciplinary environment ensuring that communication with appropriate team members is effective and accurate
  • Produce clear and accurate written correspondence (including the composition of adhoc routine letters) e.g., reports, presentations, audio recording of minutes and use of the Trust intranet and internet as required
  • To ensure that all communication is within the boundaries of patient confidentiality and seek guidance when unsure
  • Facilitate and plan meetings as requested
  • Excellent interpersonal and communication skills both written and verbal
  • Able to deal confidentially and tactfully with people at all levels
  • Willingness to embrace new ways of working / changes
  • Professionals and colleagues across the Trust (Managers, Community Staff, Administrators) and disciplines (nursing, social care, therapists) Office based environment with contact via telephone, electronic and paper correspondence
  • Maintain and monitor staff records e

g:
annual leave, sickness and personal contact information

  • Proactively support cover for other team members in times of absence
  • Use own judgement involving facts or situations to resolve problems
  • Ability to work under pressure
  • Able to plan, organise, prioritise, coordinate and work flexibly
  • Ability to work without direct supervision on a day to day basis
  • Support and facilitate meetings
  • Complete monthly Manpower Spreadsheets for the teams
  • Provide support and cover for absence within the team to maintain continuity of support reassessing workload and priorities as necessary