Programme Administrator

Job description

Job responsibilities

1. To plan and organise, prepare and distribute papers, and attend, take and circulate minutes for the following key meetings:

a. MoorConnect Programme Board

b. Sub-Group Board

c. Readiness Steering Group

d. Clinical and Operational Advisory Group and other groups on request.

2. Support the Programme Manager and Programme Management Officer in the preparation for these meetings and to constantly monitor and reassess tasks in hand.

1. Prepare and follow up relevant actions after meetings and circulate as necessary.

1. To manage accurate and up to date the Programme Generic Inbox and triage messages as required.

1. Develop and maintain effective electronic filing systems for the team.

1. To be proactive and use initiative to deal with urgent/important/confidential matters that have been notified to the office ensuring that clear communication and consultation with appropriate managers takes place for appropriate decisions / actions be made as soon as possible.

1. To produce correspondence on behalf of the Programme Director and Programme SROs.

1. Support the Programme Communications on Programme Away Days and other Programme Events by completion of specified tasks (e.g. catering booking, invitation sending, booking rooms etc).
2. To be responsible for the development and completion of assigned projects within agreed timescales and to initiate and follow through any research and investigation required for such projects.

1. To work independently as required, using initiative, setting own priorities and being accountable for own actions and decisions.

1. Provide a flexible approach to tasks and problem solving and to be prepared to take additional responsibilities and work to extended timescales as required

1. To maintain a high degree of confidentiality and personal integrity.

1. Deliver against agreed objectives and PDP.

1. To perform other duties relevant to the post.

Person Specification

Qualifications

Essential

• Graduate level qualification or equivalent experience

Desirable

• Previous experience as an Administrator / Personal Assistant, some of which should be to very senior level.

Experience

Essential

• Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner
• Experience of providing secretariat support to meetings (including formal minute writing, preparation of agenda etc.)
• Diary management and co-ordinating meetings and events

Desirable

• Ability to manage conflicting and ever changing priorities

Skills

Essential

• Producing information for senior management (including reports, spreadsheets etc)
• Effective organisational skills and ability to manage time and prioritise work
• Ability to work effectively under pressure, meet deadlines and prioritise workload in a challenging and demanding environment

Desirable

• Excellent communication skills, verbally, electronically and in writing

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Moorfields Eye Hospital NHS Foundation Trust

Address

City Road

London

EC1V 2PD

Employer's website

https://www.moorfields.nhs.uk/work-for-us (Opens in a new tab)