Management Support Administrator

Job Title:

Management Support Administrator

Location:

Wedgwood House, West Suffolk Hospital, Hardwick Lane, Bury St Edmunds, Suffolk, IP33 2QZ

Department:
West Suffolk Locality

Duration:
This is a temporary role, and it is currently due to last 6 months

Working Hours:

22.5 hours per week, Tue - Thu, 9am - 5pm

Pay Banding:
Band 4 - £14.52 per hour

Trust

Location:

Norfolk and Suffolk NHS Foundation Trust

The postholder must have the following experience:

Strong Administrative experience

Diary Management experience

Job Description

· Provide secretarial / administrative support to the team in order that they can provide an efficient service to all customers.

· Provide supervision, support appraisals and training to a number of identified (lower banded) admin staff.

· Respond to the needs of the locality administration service to ensure that the locality can meet the requirements of the Trust.

DUTIES AND RESPONSIBILITIES

· Management Support Provide accurate, prompt and efficient secretarial/administrative support to the management team which may include presentations / spreadsheets including complex reports.

· Ensure the workload of the management support team is prioritised to ensure patient safety and meet quality standards.

· Communication Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.

· Deal with correspondence and communication, prioritising, co-ordinating and liaising with team. Deal with telephone calls and general enquiries and maintain an efficient message system co-ordinating with team members.

· Provide non-clinical information to internal and external customers, where necessary. To liaise in a professional manner with each member of the team, providing relevant information

· To raise agendas, take and process minutes for teams (across the locality). Ensure that all staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.

· Service Development Participate in ongoing audits and service development as directed by Business Support Manager (or their deputy).

· Assist the Business Support Manager (or their deputy) in relation to developing policies and procedures.

· Knowledge & Training Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training.

· Supervisory Responsibilities Provide induction, support and advice to new / temporary staff as identified by line manager.

· Provide supervision and training to administration staff as identified by line manager.

· Conduct appraisals of management support staff. General Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.

· Ensure confidential information is managed, retained and stored in line with Trust policy in an efficient and effective manner.

· Using set procedures, to undertake administrative and secretarial functions around legislative procedures.

· To attend and contribute to all internal / external meetings relevant to the post. Provide data as requested.

· Provide cover to other administrative staff during holidays and sickness, across the locality.

· Order stores as requested by the team.

· Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance. Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.

· Encourage staff to operate a flexible approach to work, be adaptable to change and able to work within a team across the locality.

· Undertake any other appropriate tasks as requested to meet the needs of the service.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the…