Administrator - Executive Office (3 X Roles)

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Southern Health Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.
We are recruiting three Administrators within the Executive Office to support the Executive Team directorate and Senior Leaders within that function.
You will be providing administrative support to the Senior Leaders and relevant Executive Assistant in a fast paced and ever-changing environment responding to situations as they arise within the HIOW system.
You will be involved in organising meetings and events, preparing meeting packs and papers, supporting with HR processes and onboarding, attending selected meetings which will require action notes/minutes to be taken, working with complex calendars, preparing agendas/documents and following up on action points. This role will require confidence to liaise with internal and external stakeholders, acting as a point of contact on behalf of the Executive Office. There will be occasional project work and ad hoc tasks keeping your role interesting and varied.
To assist the Senior Team with day-to-day admin tasks. To work with little supervision, prioritise on a daily basis ensuring the smooth operation of the office area and office systems. The role also requires handling comprehensive and sensitive information/correspondence, document management and arranging complex meetings.
To work as a member of a team of Administrators and Executive PA’s in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.
We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff:

- 27 days paid minimum holiday and bank holiday entitlement
- NHS pension scheme
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
- Health Service Discounts - offers for stores, travel, equipment etc.

**The post holder will be required to**:
Maintain a good working relationship with the senior team.
To work as a member of a team of Administrators and Executive PAs in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.
To maintain links with Local Area Admin teams.
Administrative
To assist with co-ordinating of diaries for the Senior Team, this includes arranging complex meetings on a daily basis.
To exercise judgment and discretion in the daily handling, monitoring and organisation of all appointments/meetings.
To cover incoming telephone / MS Teams calls, general enquiries and take messages as required.
To manage incoming and outgoing highly complex and highly sensitive correspondence as instructed that urgent matters are dealt with accordingly and passing on more complex queries as appropriate.
To deal effectively with and re-direct information to and from others as appropriate.
Responsible for agreed bring forward systems which ensures relevant documentation for meetings is available in the agreed timescales.
Manage and prioritise own workload using own judgement to make decisions on a daily basis dealing with issues as they arise.
To be able to work independently, setting, and prioritising own work within own set timescales for the day, seeking advice and support as necessary.
To take responsibility for the handling of highly sensitive and highly confidential information
On a day-to-day basis, maintain a current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying.
To assist with providing IT and estates support and guidance to the team as required. Liaise with the IT help desk, reporting any faults, arranging service call/repairs.
To assist with producing standard and complex letters, spreadsheets, and presentation materials.
Design and produce forms, posters and circulars using computer graphics (Microsoft programmes) as required.
To support with projects as instructed
To set up and support the Senior Team at workshops.
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