Green Plan Administrator

4 weeks ago

London, United Kingdom Central London Community Health Trust Full time

**Provide skilled secretarial/administration support by**: Managing the team electronic diaries, including arranging and changing appointments, prioritising these as appropriate, ensuring travel time is allocated, parking arrangements determined, maps provided and travel arrangements agreed; Preparing agendas, taking minutes and distributing notes of meetings including typing of group discussions and interviews as necessary; Updating action trackers, circulating the tracker following meetings to prompt action, reviewing and updating the tracker with the relevant lead before meetings; Requesting update reports from workstream/project leads; Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times. Planning and ensuring arrangements are made for meetings / away days / workshops of varying sizes and determine how these functions are to be organised. This includes booking appropriate venues, equipment, refreshments if required along with items specific for the requirements of that meeting Developing and maintain close collaboration and co-operation with PAs/Admin teams within our partner organisations. Planning and organisation of own time, making decisions on prioritisation of workload Ordering supplies and services in line with policy on behalf of the Director of Sustainability and the wider Green team, within agreed budget; Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely; Taking responsibility for the shared drive ensuring that the team is able to access information as required using a robust, structured approach and maintaining document naming protocol as advised by the Director Managing shared work space ensuring that levels of access are managed for users, uploading key documents as advised by team members Where required, working with other administrators/PAs across organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on occasion.

Developing and maintaining effective working relationships with other stakeholders e.g. member GP practices, the local authority, community health providers and secondary care providers Providing guidance and advice on relevant policies and procedures Carrying out other appropriate delegated duties as required Maintaining confidentiality at all times. Please refer to the attached Job Description for full list of responsibilities

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