Administrative Support Officer

2 weeks ago

Preston, United Kingdom Lancashire Teaching Hospitals NHS Foundation Trust Full time

Job summary

We are delighted to invite applicants to apply for the position of Administrative Support Officer - Governors.

If you are somebody with drive and determination, an effective communicator and would like to join the Corporate Affairs team, this could be the role for you.

We are seeking a dedicated individual to take on this exciting roleto support Trust Governors. Some support will also be provided to the Company Secretary although this will not form the main requirements of the role. As well as providing a comprehensive secretarial and administrative service to Governors, you will be expected to co-ordinate attendance at events held by both the Trust and partner organisations. You will need to facilitate, support and co-ordinate the infrastructure required for the effective organisation of full meeting and events schedules required in support of the operational management function of the Trust Council of Governors. Supporting the Governors at external events will also be required both during the week and on occasions at weekends, and the ability to co-ordinate, travel, and transport light promotional materials to and from the venues and across the Trust's hospital sites is essential.

Some of the key attributes for the role are excellent communication and inter-personal skills, a strong drive to develop harmonious relationships, and a consistently high professional approach.

Main duties of the job

You will have a pro-active approach to your work, be able to demonstrate excellent communication skills, along with being able to multi-task and manage your workload effectively. You will need to be flexible, have excellent organisational abilities and exhibit initiative in resolving problems when they arise.

Whilst upholding the highest standards of professionalism and confidentiality,you will facilitate, support, and coordinate the infrastructure required for the effective organisation of full meeting and event schedules.

You will exhibit Microsoft Office competencies and possess strong organisational skills, to ensure effective working practices are in place. Some duties will be problem solving and you will need a flexible approach, with a willingness to learn.

During the week and on occasions at weekends you will be required to attend and support Governors at internal and external events, therefore, the ability to co-ordinate, travel, and transport light promotional materials to and from the venues and across the Trust's hospital sites is essential.

Without doubt, no two days will be the same. Your role will help to strengthen the infrastructure between the organisation and the Council of Governors.

About us

We have 9000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Job description

Job responsibilities

Responding to external and internal telephone queries relating to Council and others and referring to appropriate person. Handle governor issues either by telephone or in person in a timely manner and in accordance with Trust and local procedures. Communicates with a range of staff, users and visitors to the Trust / Department utilizing a variety of communication methods including verbal, electronic, and passing information in a format that is appropriate to the individual request. Manage the electronic calendar for Council, organising meetings as required and accurate maintenance of electronic diaries with effective communication of diary commitments. Coordinate attendance by governors at external events. Liaising with the Communications Team with regard to the presence of governors at events held both by the Trust and partner organisations. Support governors at external events as and when required (this might include the transportation of materials to and from the venue). Chase progress on issues as directed by line manager with appropriate managers on behalf of Trust Council as and when necessary to ensure that deadlines are met. Maintain efficient and effective administrative systems, including governor details, length of service, etc and ensuring that details of governors on Trust documentation (including the Trust website) is accurate and up to date. Support Council workshops, including arranging the venue, ordering refreshments, and taking notes. Provide secretarial and administrative support to the Company Secretary. Liaise with Communications Team on the production of Trust Matters and other communications specific to governors. Maintenance of a variety of electronic databases as required and as directed. Support, as directed, with the annual Governor Elections process. Support the organisation and facilitation of the Annual Members Meeting. Support governor training. Including maintaining the register of mandatory training dates and ensure training dates are flagged to all relevant governors and an attendance report submitted through to the Company Secretary. Promote and support administration functions within the department and to ensure effective working practices are in place. Person Specification

Qualifications and Education

Essential

Good general education to GCSE standard or equivalent

Desirable

ECDL Qualification

Knowledge and Experience

Essential

Secretarial experience Understanding of the role specifically in relation to the sensitive information and rules Experience of a customer service focussed environment

Desirable

Understanding of the structure and workings of the NHS Events support with ability to travel to external locations when required

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