Senior Assistant

The team of 7 Service DirectorsTeam based at St Catherine's Health Centre is looking for an enthusiastic, dynamic and flexible member of staff to undertake the role of senior administrator.

Wirral Community Health & Care NHS Foundation Trust is currently looking for a motivated and enthusiastic individual to provide administrative support to our service Directors.

You will be managing diaries and work schedules and support committees and events for the Service Director team.

Ideally you will have experience of supporting senior NHS staff as well as minute taking and diary management skills. You should also have excellent IT skills, particularly around the use of Microsoft Office packages such as Word, Outlook and Powerpoint.

The Senior Assistant is required to provide comprehensive and confidential business support to a team of senior managers of Wirral Community Health & Care NHS Foundation Trust to deliver their agenda. They will undertake a wide range of administrative tasks, including taking personal responsibility for a range of delegated projects and business.

Specific Delegated Projects

**4.1**:
To ensure that the Service DirectorService Directoris appropriately briefed in advance of scheduled meetings and events including:

- Gathering and extracting information from a range of sources
- Research and preparing presentations
- Completing progress reports, as directed

**4.2**:
To organise and provide support to meetings/committees through the taking of minutes in a timely and accurate manner and preparation/distribution of relevant materials as appropriate; disseminate outcomes and follow up action points. To organise and manager seminars, workshops, conferences etc. Duties may include co-ordinating the booking of travel, venues, hospitality, and equipment and ensure systems and services are regularly reviewed and updated as appropriate.

**4.3**:
**4.4**:
To ensure that appropriate responses to routine correspondence are drafted within the timeframe set out in the Trust procedures and policies.

**4.5**:
To provide cross cover when other business support staff are absent either within the Service Director’s office or with other directorates. Undertake any other duties as requested in the event of a serious incident.

General Management Responsibility

**4.6**:
To develop and maintain knowledge of the broad spectrum of work that the Service Directors are involved with to ensure that information reported to the Service Director’s is accurate, time and to the required standard.

**4.7**:
To develop and improve services and systems in supporting the functional team to enhance the quality of service to internal/external customers and work with others to identify effectiveness of service development against agreed criteria.

**4.8**:
To undertake project and reviews; to source and gather information for the Service Director to support their business.

4 Main duties and responsibilities

General Management Responsibilitycontinued

**4.9**:
To ensure an effective and efficient electronic filing and data retrieval system for tracking workflow and retrieving archives is in place in order to support the governance function.

**4.10**:
To manage and motivate support staff, as required, within the relevant team including mentoring, appraisals and performance development planning.

Administrative

**4.11**:
To ensure Service Directors diary commitments are organised and managed effectively.

**4.12**:
To communicate and liaise effectively and confidently with internal and external contacts at all levels and from a wide range of settings/sectors on behalf of the Service Directors or on own account; to handle enquiries independently.

**4.13**:
To create/update complex spreadsheets in order to produce detailed financial reports.

**4.14**:
To use the computerised procurement system when ordering goods and services.

**4.15**:
To manage and monitor budgets as directed and be authorised signatory if required.

**4.16**:
To develop a consistent approach to the development and monitoring of business administrative systems and to establish and ensure high standards of business support across the Service Director remit.

**4.17**:
4.18

To ensure that files and records are stored and retrieved appropriately in accordance with the Trusts Records Management Policy.

4 Main duties and responsibilities

Professional

**4.19**:
To take every reasonable opportunity to maintain and improve professional knowledge.

**4.20**:
To participate in personal objective setting and review, including creation of a personal development plan.

Functional Competencies

**4.21**:
Competence to undertake a full range of business support duties, including project work as required by the Service Directors.

**4.22**:
Draft routine business correspondence on behalf of the Service Directors.

**4.23**:
Assist in the preparation and production of reports to professional standards.

**4.24**:
Prioritise workload to ensure deadlines can be