Senior Team Support

6 months ago

StocktononTees, United Kingdom North Tees and Hartlepool NHS Foundation Trust Full time

To provide a high quality, professional, and effective administrative service to the Directorate senior team, meeting the high demands of the post by being flexible, professional and organised.

The post holder will provide secretarial and administrative support primarily to the Planning and Performance Senior Team, which includes key deliverables covering Operational Planning and Performance, Business Intelligence and Project Management & Improvement. This will include the provision of administrative support to various meetings and working groups that may be established.

Manage diaries with the ability to recognise appropriate level of prioritisation and escalation.

Provide secretarial/administrative services including answering telephone calls and dealing with queries; photocopying/printing documents; maintaining lists/logs of information; professional preparation of a range of documents for internal and external use, including presentations, often to tight deadlines.

Ensure that a relevant ‘bring forward’ system is maintained for the Senior team to ensure preparation for pending meetings/roles of the day.

Co-ordinate and manage a portfolio of meetings across the Directorate.

Proactively manage meetings and events as required including arranging rooms, sending calendar invites, drafting agendas, collating and circulating meeting papers, attending meetings and taking minutes/notes and updating action logs, maintaining records of attendance and declarations of interest, and ensuring that all actions are followed up in accordance with agreed timescales.

Raise Cardea orders and monitor progression to ensure timely completion of departmental purchases.

Provide support to resilience meetings.

Manage an electronic document library ensuring version control is maintained.

Establish, develop and maintain processes, systems and procedures to ensure the effective delivery of work within a timely manner.

To be able to proof read reports before final approval by senior team.

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.

We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

We recruit for values and “Together we are North Tees & Hartlepool”

Manage diaries with the ability to recognise appropriate level of prioritisation and escalation.

Provide secretarial/administrative services including answering telephone calls and dealing with queries; photocopying/printing documents; maintaining lists/logs of information; professional preparation of a range of documents for internal and external use, including presentations, often to tight deadlines.

Ensure that a relevant ‘bring forward’ system is maintained for the Senior team to ensure preparation for pending meetings/roles of the day.

Co-ordinate and manage a portfolio of meetings across the Directorate which will be both regular and ad hoc.

Proactively manage meetings and events as required including arranging rooms, sending calendar invites, drafting agendas, collating and circulating meeting papers, attending meetings and taking minutes/notes and updating action logs, maintaining records of attendance and declarations of interest, and ensuring that all actions are followed up in accordance with agreed timescales.

Raise Cardea orders and monitor progression to ensure timely completion of departmental purchases.

Provide support to resilience meetings.

Manage an electronic document library ensuring version control is maintained so that only latest versions of information are in circulation at any given time to prevent any re-work being required.

Establish, develop and maintain processes, systems and procedures to ensure the effective delivery of work within a timely manner.

To be able to proof read reports before final approval, sign off and submission by senior team.

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