Administrative Support Specialist
2 weeks ago
We are seeking a highly motivated and organized Administrative Support Specialist to join our team at Central and North West London NHS Foundation Trust. The successful candidate will provide administrative support to the Senior Management Team, ensuring the smooth operation of our healthcare services.
Key Responsibilities- Provide administrative support to the Senior Management Team, including diary management, correspondence, and travel arrangements.
- Supervise the administration team's use of software packages, ensuring efficient and effective use of resources.
- Oversee procurement processes, ensuring compliance with Trust policies and procedures.
- Support the administration of recruitment events, away days, and training events.
- Prepare reports and presentations for senior healthcare managers.
- Deal with incoming telephone calls and correspondence, using judgment and discretion to ensure that items needing urgent attention are identified to the most relevant member of staff available.
- Provide administrative support to members of the Senior Management Team, including incoming telephone calls and correspondence, diary management, and travel arrangements.
- Line manage the administrator team and undertake management supervision of junior administration staff.
- GCSE or equivalent qualification.
- RSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification/experience.
- Recognized qualification in the use of computer software, e.g., Microsoft Word, Excel, Access, ECDL.
- Experience of diary management.
- Experience of project, events, or conference management.
- Experience of providing receptionist duties and dealing with members of the public and service users, both face-to-face and on the phone.
- Previous experience within an NHS or local authority setting.
- Data processing and analysis.
- Experience of staff supervision/line management.
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint, and Access.
- Must be numerate and able to provide statistical data clearly and accurately.
- Confidence to work on own initiative and to consult as needed.
- Understanding of the principles of Information Governance and associated roles, such as Caldicott Guardian, SIRO, data controller, etc.
- Understanding of health and safety issues and risk assessment processes.
- Understanding of the Data Protection Act and issues around confidentiality.
- Ability to introduce and maintain efficient office systems - both routine and non-routine.
- Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks.
- Excellent communication skills in English, both verbally and in writing.
- Ability to learn new skills and adapt to change.
- Demonstrate effective organizational ability over a wide range of tasks.
- Ability to treat service users with respect and dignity at all times, adopting a holistically sensitive approach, which considers the needs of the whole person.
- Shorthand/speedwriting.
- Evidence of personal development within administration.
- Resilience to work in a secure environment.
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