Divisional Support Officer

2 weeks ago


Sheffield, United Kingdom Sheffield Children’s NHS Foundation Trust Full time

Deal with telephone enquiries and be the first point of contact for enquiries for the Divisional Associate Director and Clinical Director from internal and external stakeholders. Be responsible for organising and maintaining the effective management of the diaries of the Divisional Associate Director and Clinical Director to include co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way. Proactively deal with all incoming correspondence by logging, assessing and drafting responses as and when required, collating and distributing, leaving only essential items requiring the attention of the Divisional Associate Director and Clinical Director. Maintain an effective process for handling, sorting and registering incoming correspondence.

Ensure that all relevant papers are available for meetings. Provide full meeting facilitation for external, corporate and internal meetings as required. This will include setting of first-draft agendas and timely circulation of papers. Attend Divisional Associate Director and Clinical Director level meetings and other meetings as required, taking and transcribing complex minutes and matters arising reports for approval, ensuring that there is a good record which ensures that decisions are recorded, referenced and future action can be taken at the appropriate level.

Book meeting rooms, facilities and refreshments for meetings as required, ensuring that rooms are suitably organised, including the setting up of presentation material. Manage consultant job planning, tracking the process and maintaining a spreadsheet detailing the job planning cycle for all consultants and specialty doctors within the Division. Collate, record and compile mandatory training records of the consultants within the Division. Responsible for the coordination of the consultant annual and study leave process.

Provide operational support in the form of coordinating outpatient clinic changes and set up of ad hoc activity, liaising with management and clinicians. Be responsible for organising any required travel and hotels approved by Divisional Associate Director and Clinical Director. Ordering, receiving and checking stationery/equipment. For more information on the main responsibilities for this post, please refer to the job description and person specification.



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