Administrative Support Officer

Would you like to join our EMAS family as an Administrative Support Officer and play a part in making a difference for patients? This role is in our Executive Services team which supports the Chief Executive, Chair and Directors and is responsible for managing the administration of the Trust’s senior level meetings. This is an opportunity to work in a busy office, supporting our senior team, undertaking varied and interesting work and having contact with a range of people from across the ambulance service and outside. You will have a role in ensuring the organisation operates efficiently through efficient administration of senior level meetings, providing support to our senior team and undertaking general administrative work. The role is based predominantly in our Nottingham office but there would be some opportunity for occasional home working.

We are looking for someone who presents a professional and welcoming image to staff and visitors and is able to show initiative, empathy and discretion in supporting others. To be successful in this role you will possess excellent interpersonal, organisational and administrative skills and have attention to detail. The ability to multi-task and be flexible if priorities change will be a necessity.

The role includesensuring the organisation operates efficiently through collating and circulating meeting papers, maintaining our correspondence and action tracking arrangements, organising meetings, producing accurate minutes of meetings and providing general administrative support.

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

EMAS is passionate about training and developing staff. There is an opportunity in this role to further develop your existing administrative skills through gaining qualifications in business administration and/or supervision and management, alongside the invaluable experience you will gain working with senior management in the corporate team in this varied role.
- To present a professional, welcoming and helpful image to staff, other organisations, the public and media.
- To provide an efficient and effective administrative support service to the corporate Executive Directors team and senior level meetings, paying attention to the requirement for confidentiality and discretion.
- To maintain an awareness of ongoing organisational issues and allocate correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.
- To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. This may involve handling a caller who is upset or aggressive on rare occasions.
- To create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings.
- To be able to record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings.
- To support the Associate Director of Corporate Services with preparation and distribution of reports, agenda and action logs for the Trust Board meeting, including uploading onto the Trust’s website.
- As part of the administrative team, process travel and hotel bookings for EMAS staff, including the Executive Directors in line with the Trust’s policy. Also prepare detailed travel itineraries for Executive Directors.
- To ensure that all documentation is dealt with efficiently and effectively, including using a tracking system and following version control processes
- Take clear precise telephone messages and resolve queries in a professional manner.
- To manage all incoming and outgoing mail using tracking systems. To distribute mail for action, prepare draft responses where appropriate, follow up action and make a record of any action taken.
- To review and where appropriate, action incoming electronic mail messages on behalf of the Executive Directors or other senior staff in their absence in a timely manner, as directed by the Head of Executive Services
- To type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style.
- To assist the Executive Directors through prioritising appointments, diary management and dealing with telephone and other enquiries.
- To manage the diaries of the Executive Directors and the administrative team central inbox, co-ordinating and prioritising appointments and ensuring effective communication.
- To provide adequate office cover arrangements in conjunction with other members of the team. Flexibility with working hours is sometimes needed.
- Provide cover for the Headquarters reception/switchboard when required during absence of the Receptionist
- Maintain the functionality of printers and photocopiers, and other office equipment and technology used within the administrat