Divisional Co-ordinator

6 months ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

We are looking for an enthusiastic and self-motivated individual to provide a comprehensive administrative service to the senior leadership team within the ACS division.

You will need to demonstrate a high level of communication and interpersonal skills in dealing with a wide range of NHS staff, patients and external agencies.

The postholder will be expected to work independently and manage and prioritise their own workload. Attending monthly business meetings and minute taking is required.

The post holder will be expected to provide an efficient, comprehensive secretarial and administrative support service to the Allied Clinical Services division leadership team.

**Key responsibilities for the post holder include**:
Co-ordinate a key series of divisional management, governance and operational meetings by providing minutes, papers and the booking of rooms and hospitality as required.

Take responsibility for a full range of duties and all administrative and organisational tasks on an on-going basis.

Maintain complete confidentiality at all times and to represent the division in an efficient and courteous manner and contribute to the divisional, trust and national target achievement.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development

Widening access (anchor institution) and employability

Improving the experience of staff with disability

Improving the EDI literacy and confidence of trust staff through training and development

Making equalities mainstream
- Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT).
- Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties.
- Organise refreshments/catering as and when required.
- Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate lead.
- To be responsible for maintaining and updating office systems including filing.
- Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers, and ensuring further action is addressed.
- Draft papers and electronic correspondence as requested.
- Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring onwards.
- Operate a “bring forward” system and take autonomous action in chasing outstanding issues.
- In all matters to inform members of the DMT of actions taken on their behalf.
- Provide minute taking for DMT meetings where appropriate.
- Take responsibility for all organisational requirements for the smooth running of the Division.
- Assist with the monitoring of activity within the Division and to assist the DMT to ensure targets are achieved.
- To work closely with the Information Department in the introduction of improved systems and to include regular reports as appropriate.
- Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as required.
- Use and organising maintenance of pc(s), photocopier, fax machine
- Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

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