Senior Administrator

3 months ago

Bury St Edmunds, United Kingdom West Suffolk NHS Foundation Trust Full time

We have a new opportunity to join the Community and Integrated Therapies Business Support Team to provide senior administrative support to various members of the Management Team.

We are looking for someone that has a positive attitude, enjoys being part of a small team, but is comfortable and confident to work remotely from those they are providing support to. In return for this, we can offer some flexibility with regards to work bases and working pattern (within the usual Monday to Friday office hours).

This post can be based at any of the following locations across West Suffolk: West Suffolk House or Xperience House Bury St. Edmunds, Mildenhall Hub, Brandon Health & Leisure Centre, Haverhill Health Centre or Sudbury Health Centre.

**The role will be responsible for**:
Providing day to day business support to members of the Senior Management Team, including diary management, monitoring inboxes and arranging meetings. The ability to learn and understand priorities, identifying and pre-empting diary clashes and help to manage these on behalf of the senior management team.

Arranging meetings - both virtual and face to face, arranging meeting rooms when necessary and distributing meeting papers. Attend some face-to-face meetings or join virtual meetings to take the meeting notes and update actions logs. Transcribe meeting notes from recordings, updating action logs and distribute in a timely manner after the meetings.

Proficiently maintain and update various electronic databases, to be able to provide data for senior managers for reporting purposes. Assist with collation of data for reports, for audit purposes, clinical data information and projects.

Assist to create internal newsletters, by collating information, designing and formatting documents.

Being proficient at managing several tasks simultaneously and being able to keep track of ongoing projects and tasks for various members of the senior management team, ensuring deadlines are adhered to.

If you have the necessary skills, experience and qualities to help our Senior Managers and to put patients first, we would love to hear from you. Please contact Theresa Cullum, Executive Assistant on 07950 852329 for an informal discussion.

BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Please see the full job description for more information

**Planning and organisational Skills**:
To support members of the senior management team in preparing information, agendas and papers for meetings, this may also involve liaising with external partners and presenters The post holder will be responsible for managing information for meetings, such as organising future agenda items, maintaining a forward planner, following up actions and updates prior to meetings.

To manage several tasks simultaneously, keeping track of half completed tasks that are awaiting further information.

Be able to work within an environment of frequent interruptions, competing demands yet still with the ability to meet deadlines.

Be able to identify priorities for the senior management team, to enable them to meet deadlines.

Be confident and proactive in managing and prioritising own workload, with limited supervision.

Resolve conflicting diary appointments for members of the senior management team, liaising with them to understand their priorities and working with internal and external colleagues to rearrange as necessary.

To establish and maintain administrative systems and databases to achieve high standards of business support to various members of the senior management team.

To arrange 1:1 and team meetings for the senior management team.

To maintain el

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