Detailed job description and main responsibilities

1.    COMMUNICATION AND WORKING RELATIONSHIPS

To communicate effectively at all levels across the Trust and with other external

stakeholders on a wide range of issues. This will involve using tact and diplomacy and seeking guidance from team members where necessary, promoting a professional corporate image at all times.

 To deal effectively with queries, ensuring a prompt, accurate and polite response, acting on own initiative and deciding appropriate action as necessary.

2.    MAIN TASKS

a)    Support for meetings:

·         To organise and provide administrative support for meetings, steering groups, forums and networks. This includes the ability to take comprehensive minutes, accurately record actions and to ensure that actions are progressed and reported back in a timely manner.

·         To produce and circulate agendas and other relevant paperwork for meetings to the required timescales.

·         Booking and preparing venues, travel arrangements, refreshments, and catering as appropriate.

·         To assist in engagement events planning and preparation and ensuring funds are paid in time.

b)    To carry out a full range of administrative duties including:

·         Managing diaries in a proactive manner to make maximum use of time, prioritising and rescheduling items as necessary including allowing time for travel and desk work. Ensuring all participants at meetings are kept informed about any changes to these.

·         Using standard MS Office software and Microsoft Teams to create and update documents to a high standard, including the creation of presentations, charts, graphs and tables. Checking reports and other documents to ensure these are of a high standard of content and presentation.

·         Act as the main contact for the Associate Director of Midwifery and Service Manager. Responding directly to queries and requests action on own initiative, using tact and discretion where necessary to decide how best to action calls, emails and other correspondence, referring to Manager(s) as appropriate.

·         Operating a comprehensive ‘bring forward’ system to assist staff to manage their workload in a timely manner, prioritising and allocating tasks and chasing responses on actions where necessary, without prompting or reminding.

·         To record annual leave, sickness and payroll changes as directed/approved by Associate Director of Midwifery or Service Manager.

·         Adding vacancies to the electronic recruitment system and assist in recruitment process as advised by Associate Director of Midwifery or Service Manager.

·         Where appropriate within the Service(s), provide training, guidance and induction to band 2 and band 3 administrative support staff.

·         To receive and welcome visitors and calss in courteous manner, in lin with the Trust’s values.

·         Writes and regulary reviews and communicates administrative procedures by attending staff meetings and through group email briefings. Makes judgements and advises others on compliance with procedures where there is any ambiguity.

c)    Budget and Finance related duties

·         To deal with invoices and requisitions including scoping best product and value for money.

·         A comprehensive understanding of PECOS procurement process.