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Senior Administrative Support Specialist
2 months ago
The post holder will work independently and without direct supervision to provide proactive, comprehensive, and high-quality administrative support to the Estates and Facilities Directorate. The primary objective is to assist and support the Senior Management Team in maintaining governance, actions, and organization within the staff group.
Main Duties of the JobThe post holder will be responsible for coordinating administration responsibilities key to the directorate. This includes:
- Coordinating administration responsibilities to maintain governance, actions, and organization within the staff group.
- Providing support to the Senior Management Team in project work and key directorate initiatives.
- Supporting staff and clients aligned within the directorate.
- Actively pre-empting and supporting the senior team and possessing excellent organizational and staff engagement skills.
- Independently producing a high-quality standard of work that supports the work of the directorate.
The post holder should always demonstrate a high standard of customer care by being courteous and helpful at all times to patients, visitors, and staff in line with the trust values and behaviors.
Detailed Job Description and Main ResponsibilitiesThe post holder will be responsible for:
- Providing full and confidential administrative services to the senior management team.
- Managing efficiently and flexibly within their sphere of responsibility, maintaining a highly professional level of support within the team environment.
- Drafting documents and correspondence on behalf of the senior team and formatting documents such as letters and presentations as required.
- Managing the formulation of the monthly directorate newsletter, coordinating numerous elements of news and updates.
- Participating in formal and ad-hoc meetings, taking minutes, and actioning appropriate items as required.
- Providing cover for other team members as required and ensuring appropriate cover is planned for while on leave.
- Producing accurate documents via the use of Microsoft Office, including Word, Excel, and PowerPoint, as requested.
- Avoiding a rigid approach to workload assessment, maintaining high standards of work, and prioritizing tasks to ensure all necessary deadlines are met.
- Taking personal responsibility for self-development and professional growth.
- Exercising accountability and professionalism in practice, continually seeking to improve systems and processes within their control, and striving to improve the quality and standard of information leaving the directorate.
- Always demonstrating a high standard of customer care by being courteous and helpful at all times to patients, visitors, and staff in line with the trust values and behaviors.
- Being aware of and following the guidance in relation to the Data Protection Act.
- FOLLOWING ALL APPROPRIATE TRUST POLICIES AND PROCEDURES.
- Coordinating and ensuring the collation of combined responses from the directorate during times of business continuity, strike planning, winter planning, and other events.
- Undertaking any other duties required of them, suitable to their banding and appropriate to their role, as requested by the senior management team.
- Monitoring and distributing Freedom of Information and Complaints responses.
