Senior Directorate Management Team Administrator

3 weeks ago

North East England, United Kingdom Tewv Brits Full time
Senior Directorate Management Team Administrator Tees Esk and Wear Valleys NHS Foundation Trust

An exciting opportunity has become available within the Directorate of Nursing and Governance Team for a Senior DMT Administrator.

We are seeking a senior administrator with highly quality and comprehensive secretarial and administrative skills who can work effectively as part of a team as well as working independently, providing support to the Directorate Management Team. The post holder will also be responsible for promoting efficient standard work and processes that support effective business management and communication.

To take on this role you will need to be able to work at pace, flexibly and manage and organise your own workload. Provide confidential administrative support to the Directorate Management Team whilst prioritising work to ensure tasks are carried out in a timely and efficient manner. A good working knowledge of Trust governance is highly desirable.

Able to manage complex information on a day to day basis to enable the Directorate Management Team to make appropriate decisions to ensure the effective operation of the Directorate Management Team office.

Interviews for this post will take place in person on 24th May 2024 at Tarncroft, Lanchester Road Hospital, Durham.

Main duties of the job

To provide the business administration function to the Directorate, ensuring processes, systems and information are managed, processed and presented in an effective and efficient manner to facilitate the optimum functioning of the Directorate Management Team.

To deliver professional administrative leadership to the Directorate administrative team promoting efficient standard work and processes that support effective business management and communication. To oversee a small team of administrators providing supervision support.

To work in an independent, flexible and efficient manner to support the highest quality of service delivery from the Directorate to its internal and external stakeholders.

About us

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

To provide high quality and comprehensive secretarial and administrative support to the Directorate Management Team.

To support the Directorate Management Team business and Directorate event programmes.

To have an understanding of the Directorate business and finance in order to assist and support the Senior Directorate Administrator to deliver outcomes for the Directorate Management Team and the Directorate.

To assist with any other additional support to the Directorate Management Team and Directorate as required, i.e. travel bookings, hotel bookings, conference bookings.

To establish robust systems and processes to assist in the management of the Directorate Management Team office and Directorate.

To promote at all times a positive image of people with mental health conditions and learning disabilities.

To promote at all times a positive image of the Directorate of Nursing and Governance and the wider Trust.

To provide and receive sensitive information from patients, clients, relatives and Trust staff regarding directorate business including incidents, complaints, regulatory and legal matters through telephone, electronic and written communication.

To ensure implementation of confidential systems for recording patient, client, relative information in relation to incidents, complaints, regulatory and legal matters, e.g. serious untoward incident reports, minutes of family meetings, professional letters to regulators.

To be able to manage complex information on a day to day basis to enable the Directorate Management Team to make appropriate decisions to ensure the effective operation of the Directorate Management Team office.

Communicates in a way which recognises difference and ensures that people feel included and their individual communication needs are met.

To analyse complex information on a daily basis and have an understanding of budget statements and business plans. This will involve regularly analysing staffing or business related information, monitoring compliance against agreed standards and taking appropriate remedial action to prevent breaches.

To process information on the basis of requests for allocation of time and resource regarding the work of the Directorate Management Team.

Person Specification Qualifications
  • Recognised administrative qualification, i.e. OCR, or equivalent
  • IT skills to ICDL (International Computer Driving Licence) (or willing to work towards this)
  • 5 GCSE's (including English and Maths at grade C and above ) or equivalent Numeracy and Literacy Level 2
  • Shorthand experience
Skills
  • Ability to work independently on complex issues to tight deadlines
  • Initiative, drive and motivation
  • Excellent diary management skills
  • Excellent organisational skills
  • Able to confidently collect and analyse data
  • To be well organised and have the ability to cope with pressure and prioritise workload
Experience
  • Proven organisational and communication skills
  • Excellent verbal and written communication skills
  • Analytical skills
  • Ability to deal with challenging people with sensitivity and discretion
  • Experience of administrative support of senior manager/director if a busy diverse high profile organisation
  • Minute taking
  • Event organisation
  • Experience of working within an NHS environment
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.

Tees Esk and Wear Valleys NHS Foundation Trust

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