Administrative Coordinator

3 weeks ago

Southampton, Southampton, United Kingdom University Hospital Southampton NHS Trust Full time

Job Overview

University Hospital Southampton NHS Foundation Trust is excited to present an exceptional opportunity to join our team.

Important Note

This position is exclusively available to candidates from the Hampshire & Isle of Wight NHS system.

Detailed Job Description

We are seeking a dedicated Executive Assistant to become a vital part of the Wessex Genomics Management team. This role is essential in aiding the team to achieve the strategic goals of the service. The team is currently engaged in multiple projects and initiatives that necessitate additional administrative support to enhance the existing administrative workforce.

Primary Responsibilities

  • Deliver a thorough executive assistant service.
  • Streamline and coordinate administrative processes to ensure a consistent and effective service.
  • Organize and prioritize various diary appointments, making adjustments as needed to accommodate urgent meetings.
  • Provide administrative assistance related to key projects, including recruitment and IT transformation initiatives.
  • Utilize your initiative to establish priorities within designated timeframes.

Travel may be required to various sites as necessary, with travel expenses reimbursed according to UHS policy.

About Us

As one of the largest acute teaching Trusts in England, we offer numerous learning and development opportunities to help you achieve your career aspirations.

This role is suitable for agile working, allowing a blend of on-site and remote work. We are open to discussing flexible working hours. Please feel free to discuss your flexibility needs during the interview, and we will explore what is feasible. Employees also have access to a variety of NHS discounts, a minimum of 35 days of paid holiday (pro rata), and a generous pension scheme.

Southampton is a desirable location for both living and working, featuring an international airport and direct train services to London. The New Forest National Park and the stunning beaches of the Jurassic coast are nearby, with living costs approximately 20% lower than London.

Job Responsibilities

General Duties

  • Serve as the primary point of contact, managing telephone calls, emails, and visitors, addressing inquiries promptly and efficiently.
  • Ensure visitors and staff are greeted in a friendly and professional manner, offering refreshments as appropriate.
  • Schedule and prioritize multiple diary appointments, adjusting as necessary for urgent matters.
  • Organize meetings, coordinating with other PAs and staff to find mutually convenient times, and arrange venues, travel, and refreshments.
  • Prepare meeting agendas and supporting documents, ensuring timely distribution to relevant parties.
  • Attend meetings to take minutes and notes, following up on action items as needed.
  • Manage incoming correspondence, sorting and prioritizing as appropriate.
  • Respond to routine communications and initiate correspondence within established guidelines.
  • Monitor outstanding responses to ensure deadlines are met.
  • Maintain personnel records, including contracts and leave records, highlighting any issues as necessary.
  • Order and manage office supplies, ensuring proper authorization for requisitions.

For further details, please refer to the job description and person specification.

Qualifications, Knowledge, and Experience

Essential

  • Good standard of secondary education with English skills equivalent to GCSE level.
  • NVQ level 4 in business administration or equivalent experience.
  • Proven experience as a Personal Assistant or in business administration.
  • Ability to work both independently and as part of a team.

Desirable

  • Experience in an Acute Trust or healthcare sector.
  • Background in a fast-paced environment.
  • Experience with budget management.

Skills and Competencies

Essential

  • Ability to work under pressure.
  • Strong organizational skills.
  • Advanced keyboard proficiency.
  • Initiative and proactive approach.
  • Effective time management.
  • Strong communication skills.
  • Ability to work autonomously.
  • Problem-solving abilities.

Trust Values

Essential

  • Patients First
  • Always Improving
  • Working Together

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