Administrator - Community

4 months ago

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

Administrator - Adult Community Services

2 part time roles available, 30 & 17.5 Hours per week

We have two opportunities that have arisen to join the Community and Integrated Services Business Support Team to provide administrative support to the Senior Management Team.

We are looking for someone that has a positive attitude, enjoys being part of a small team. 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, Haverhill House or Sudbury Health Centre, with some remote working also possible at times. Although the post holder will be part of a small business support team, they must be comfortable working solely and remotely from this team.

**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.
- Attending meetings either virtually or face to face to take meeting notes, update action logs and distribute meeting papers.
- Updating and maintaining various Excel spreadsheets to assist with collation of data for reports, audit purposes, clinical data and projects.
- Assist to create internal newsletters, by collating information 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, qualities and a willingness to pitch in and help our Senior Managers and to put patients first, 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

**Job responsibilities**:
**Key Tasks & Responsibilities**:
1. Communication
- Communicate courteously and sensitively with a wide range of internal and external stakeholders.
- Participate in team meetings.
- Collate information from both internal and external parties for the management team to respond appropriately.

**1. Analytical and judgemental**:

- Maintain the highest standards of confidentiality when dealing with sensitive information, including information relating to patients or staff.
- Assist the Clinical Lead and Quality and Patient Safety Team file, present and interpret data from various sources and databases to be used for reporting and presentations.

**1. Planning and organisational Skills**:

- To support the Community & Integrated Service management team in preparing information, agendas and papers for meetings, this may also involve external partnerships. The post holder will manage information sharing, preparation of reports/presentations.
- To manage several tasks simultaneously, keeping track of half completed tasks that are awaiting further information, working within an environment of frequent interruptions, competing demands with the ability to meet deadlines.
- Prioritise own workload and resolve conflicting diary appointments for members of the management team.
- To establish and maintain administrative systems and databases to achieve high standards of business support.
- To arrange 1:1 and team meetings for the clinical lead and quality and patient safety team. To maintain electronic diary system, assist to prioritise work, resolve conflicting diary appointments and schedules etc for

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