Administrative Support

The Administrative Support role is based within the Productivity Programme and is responsible for providing administrative and project support to the Productivity team. The post holder will be expected to provide cross cover for other tasks within the wider team during periods of annual leave or sickness absence.

**The key responsibilities of the role**:

- To deliver an effective and competent level of administration support and consistently deliver a “client-focused” service which promotes good customer service and effective working relationships.

**Responsibilities**:
Provide specialist administration support and advice to the directorate/function by:

- Ensure efficient and effective support services are provided to meet the needs of the team;
- Managing the electronic diary for the team, including arranging and changing appointments, prioritising these as appropriate;
- Setting up MS teams/virtual meetings;
- Organising and planning events as necessary supporting information material;
- Supporting teams in project management and participating in department events;
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously;
- Running and collating reports which may include reports to the Board and senior management as required;
- Developing and maintaining effective electronic filing systems for documentation including policies and procedures, to ensure that information is kept securely and is accessible to other members of the team;
- Preparing agendas, taking minutes and distributing notes and actions of meetings;
- Develop and maintain Policy and Procedural documentation, along with Terms of References, ensuring they are up to date and accurate;
- Support staff in day to day activities as directed;
The productivity workstream is working across Health and Social Care in Kent and Medway to deliver the best possible care for our patients by making the best possible use of our resources.

There are significant opportunities in Kent and Medway to free up more of our resources for frontline patient care. There’s large variation between the prices our providers pay for some goods and services. By working more efficiently, and matching the achievements of the best care providers in the country, we can put more of our resources where they really make a difference - into our frontline care.

Key Relationships
- The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders;
- Participate in relevant internal and external working groups/projects, services, and initiatives;
- Support other team members to develop and implement project data collection systems that will provide accurate and timely data;
- Support the communication of information and issues, including briefings and reports, to job manager, strategic lead/ strategic manager as appropriate

Communication
- Provide and receive complex information;
- Responsible for communicating with individuals and team on regular basis;
- Distribution of information and alert staff to changes and where to find relevant information;
- Assist in organising of events for Team and its functions;
- Informal consultation in relation to work objectives and change and obtain feedback;
- Assist in the delivery of some training at an appropriate level;
- Liaising with the training providers to assist in the preparation of learning materials, presentation slides etc;
- Ensure any amendments to polices and procedures are communicated to both the team and wider stakeholders as appropriate.

Problem Solving
- Able to use more advanced Excel functions;
- Have input into e-rostering/MAPS system;
- Drafts reports for meetings eg Board dashboards, CQUIN and KPI summaries and other reports that may be required internally or externally;
- Update risk registers and policies from own initiative for approval eg workforce Planning;