Pa to Assistant Director of Community Children's

2 months ago

Eastwood, United Kingdom Essex Partnership University NHS Foundation Trust Full time

To be responsible for the maintenance of electronic diaries, arranging appointments as necessary. To take responsibility for planning and arranging meetings (including booking venues and catering), producing and circulating agendas, supporting papers and minutes and take any actions as appropriate. To take and type minutes of meetings as appropriate, including statutory and Committee meetings, to a high standard and to ensure relevant and timely circulation prior to meetings. Attend meetings at Assistant Director and Directors request to take minutes.

To establish and maintain databases / spreadsheets on a range of issues as required. To maintain accurate records and distribution lists. To administer the non-pay budget ensuring that correct purchasing and invoicing procedures are followed and records maintained. To administer an effective brought forward system.

Undertaking a key role, in internal/external communication, developing networks and effective communication with individuals and other organisations relating to the activities of the Directorate. Work with the Director and members of the Team to contribute to the smooth running of the Directorate. Establish good working relationships with other Directors administrative support To receive and welcome visitors providing hospitality where appropriate. Together with secretarial colleagues, as a team to ensure that all members of the Essex Community Services management team receive high quality secretarial and administrative support.

This will involve providing cover for other secretaries as and when necessary. To be responsible for the completion of salary returns for the Directorate. To be responsible for arranging bank / temporary staff cover, authorising time sheets and invoices and raising issues with Finance as appropriate Financial responsibilities may include one or all of the following: Monitoring, ordering and maintaining stationery as required Invoice processing Authorised signatory for e.g. Petty cash for the accounting of petty cash in the department Undertake specific responsibilities as identified by the Director which are commensurate with the role and pay band of the post.

Highly developed communication skills requiring tact and diplomacy are necessary when responding to enquiries on behalf of the senior manager. Communication is a key part of the post and can be verbally, in writing or electronically. The post holder will have access to confidential information and therefore will need to retain the trust of management.

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