Business Assistant

**Business Assistant**

**Job Type**: Temporary

**Sector**: Healthcare

**Duration**: Expected to last a couple of months’ with possible extension

**Office Location**: Leicester

**Travel: None**

**Remote Working**: No information given

**Band**: 3

**Pay Rates**:£10.09 paye inclusive of holiday pay

**Working days and hours**: Monday to Friday, 9am-5pm, 37.5 hours

**Job Summary**

To provide comprehensive administrative and/or secretarial support to an individual, clinical team or specific service area to harmonise efforts and specialisms of all disciplines to achieve effective and efficient service provision. To undertake diary management,including booking events, meetings and appointments.

To attend meetings, organising refreshments and resources, preparing agendas and taking accurate notes/minutes, identifying and co-ordinating agreed actions. Communicating effectively both verbally and in writing with a wide range of professional colleaguesand service users.

To organise, plan and prioritise own workload, to be responsive to the changing needs of the service, utilising and maintaining electronic and hard-copy office systems to ensure the smooth-running of the service or team. To deal confidentially and confidentlywith complex patient and staff information and to provide support and advice within the remit of the role, and escalating problems or concerns where appropriate.

**Key Responsibilities**
- To demonstrate the Trust’s values in everything you do in the work environment and to live up to the staff members commitments of the trust
- To be responsible in the use and expenditure of the Trust’s resources that you utilise.
- To ensure compliance with the training requirements for your role including mandatory training and to maintain your own learning and development in order to provide an efficient and effective level of service.
- To participate in supervision via agreed review and appraisal mechanisms to ensure you are clear about the expectations of your role and that you have the opportunity to discuss and raise any concerns with your line manager on a regular basis.
- To plan and organise clinics, training, meetings, appointments and events, booking venues, and meeting rooms, arranging refreshments, guest speakers, travel arrangements and other resources as required. To make sure that planned meetings make best use oftime and are confirmed. To co-ordinate and circulate meeting paperwork as appropriate. To log, follow up and update actions from meetings to ensure deadlines are met.
- To undertake diary management for self and others, to ensure that appointments are scheduled appropriately and that invitees are informed of meetings in a timely manner to ensure attendance is optimised. To cancel, change and re-schedule meetings if required.
- To formulate written information such as minutes of meetings, business and/or patient correspondence, briefings, reports, presentations, mailshots, and leaflets to a high professional standard ensuring that all documents are correctly formatted and storedto enable retrieval and that document version control is adhered to.
- To accurately transcribe documents from digital audio dictation or handwritten notes.
- To receive incoming telephone calls and ensure that messages are accurately recorded and relayed in a timely manner. Where possible, taking corrective actions to resolve day-to-day issues, concerns or complaints effectively and in a professional mannerusing own initiative.
- To source and order goods or services in line with best practice and procedure. To undertake stock control, monitoring progress of orders, dealing with discrepancies and maintaining records of all purchases to ensure that invoices can be reconciled. Alsoto handle and maintain petty cash monies and claims in accordance with LPT’s agreed financial procedures.
- Manage, prioritise and organise own workload and that of others to ensure that deadlines and the demands of the service are met at all times. To implement and utilise office systems to ensure the smooth running of the department and to escalate to yourline manager any matters that you are unable to resolve or which are outside your scope of responsibility.
- To provide comprehensive administrative support in the area of staff management
- To implement and maintain all electronic databases, spreadsheets, equipment inventories, brought forward systems utilised by the service to ensure that all information recorded is accurate and up to date.
- To demonstrate flexibility in the event of planned or unplanned absence of colleagues by providing administrative support and/or cover where a service need is created.
- To assist with the monitoring and validation of data associated with Key Performance Indicators, standards and targets to ensure that performance standards and operational criteria are met.

**Experience and Skills**
- Audio/copy typing.
- Experience of planning and organising training, meetings, appointments and events, including co-ordinating travel arrangements and guest speakers.
- Experience of taking minutes/notes of meetings, circulating documentation including identifying actions ensuring they are logged, prioritised, and are followed up.
- Experience of electronic diary management for self and others.
- Experience and knowledge of creating and formatting professional communications, such as letters, leaflets, presentations, reports and briefings to a high standard.
- Experience of receiving, recording and relaying complex information via the telephone.

Experience of ordering goods or services, monitoring progress of orders, checking receipt of goods or services to ensure invoices can be reconciled