Job summary
The primary purpose of this role is to provide an efficient and confidential high-level administrative service supporting the Neurodevelopment services Deputy Director and team within the Psychological Medicine, Older Adults & Neurodevelopmental Operational (PMOA&NDS) Directorate. This includes tasks such as diary coordination, organising and providing administrative support for meetings, preparing presentation materials, and managing administrative systems.
Main duties of the job
The role requires excellent organisational and administrative skills, as well as the ability to work independently using discretion, judgement, and critical analysis. The post holder will also be responsible for handling telephone and virtual Teams call enquiries, booking taxis, acting as a Fire Warden, and undertaking other administrative tasks as directed.
About us
Our Values
We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I'm going to do is at the heart of everything we do. When you join us, you'll be part of something special.
As a Trust we are happy to talk flexible working.
Job description
Job responsibilities
The main responsibilities include:
- Administrative Support: Provide an administrative service supporting the Neurodevelopmental Deputy Director and service team
- Diary Management: Manage the diary for the Deputy Director
- Meeting Support: Organise and provide administrative support for internal and external meetings, including booking meeting rooms, taking minutes, drafting agendas, booking speakers, and distributing agendas and supporting papers. Coordinate any actions that arise from these meetings and ensure documents are filed electronically and accessible for retrieval.
- Report and Spreadsheet Management: Provide admin support for the production and maintenance of reports and Excel spreadsheets .
- Presentation Preparation: Prepare presentation materials .
- Administrative Systems Management: Develop and manage administrative systems to ensure they are effective and support the smooth running of admin systems. Operate and maintain bring forward systems to ensure meeting papers and reminders are given when required.
- Enquiry Handling: Handle telephone and virtual Teams call enquiries .
- Booking Taxis: Book taxis as necessary.
- Fire Warden Duties: Act as Fire Warden as necessary.
- General Administrative Tasks: Perform tasks such as electronic filing, printing, and photocopying.
- Team Collaboration: Work cooperatively with the Management Team admin, providing cover as required.
- Procurement: Be responsible for stock and non-stock procurement for the Management Team, ensuring that stock levels of essential items are maintained and processing stock and non-stock requests in a timely manner following trust and NHS procurement guidelines.
- Other Administrative Tasks: Undertake other administrative tasks for the PMOA management team as directed, including postal collection and distribution, placing and chasing Digital Services, Estate & Facilities, and domestic cleaning requests.
- Site Support: Occasionally work at different sites to support meetings and education/development events .
Job description
Job responsibilities
The main responsibilities include:
- Administrative Support: Provide an administrative service supporting the Neurodevelopmental Deputy Director and service team
- Diary Management: Manage the diary for the Deputy Director
- Meeting Support: Organise and provide administrative support for internal and external meetings, including booking meeting rooms, taking minutes, drafting agendas, booking speakers, and distributing agendas and supporting papers. Coordinate any actions that arise from these meetings and ensure documents are filed electronically and accessible for retrieval.
- Report and Spreadsheet Management: Provide admin support for the production and maintenance of reports and Excel spreadsheets .
- Presentation Preparation: Prepare presentation materials .
- Administrative Systems Management: Develop and manage administrative systems to ensure they are effective and support the smooth running of admin systems. Operate and maintain bring forward systems to ensure meeting papers and reminders are given when required.
- Enquiry Handling: Handle telephone and virtual Teams call enquiries .
- Booking Taxis: Book taxis as necessary.
- Fire Warden Duties: Act as Fire Warden as necessary.
- General Administrative Tasks: Perform tasks such as electronic filing, printing, and photocopying.
- Team Collaboration: Work cooperatively with the Management Team admin, providing cover as required.
- Procurement: Be responsible for stock and non-stock procurement for the Management Team, ensuring that stock levels of essential items are maintained and processing stock and non-stock requests in a timely manner following trust and NHS procurement guidelines.
- Other Administrative Tasks: Undertake other administrative tasks for the PMOA management team as directed, including postal collection and distribution, placing and chasing Digital Services, Estate & Facilities, and domestic cleaning requests.
- Site Support: Occasionally work at different sites to support meetings and education/development events .
Person Specification
Office management, secretarial,, NVQ, Apprenticeship qualification or equivalent admin experience
Essential
- 2 years experience
- High level of IT literacy including Microsoft Teams & office packages
- Relevant Administrative experience at senior management level
- Ability to prioritise a diverse workload, work under pressure and meet deadlines
- Experience of managing complex electronic diaries at senior mgmt level
- Experience of organising meetings, conferences, workshops and events
- Excellent organisational and communications skills
Desirable
- Degree or relevant experience
- Experience of project managing small projects
Person Specification
Office management, secretarial,, NVQ, Apprenticeship qualification or equivalent admin experience
Essential
- 2 years experience
- High level of IT literacy including Microsoft Teams & office packages
- Relevant Administrative experience at senior management level
- Ability to prioritise a diverse workload, work under pressure and meet deadlines
- Experience of managing complex electronic diaries at senior mgmt level
- Experience of organising meetings, conferences, workshops and events
- Excellent organisational and communications skills
Desirable
- Degree or relevant experience
- Experience of project managing small projects
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.
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).
Additional information
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.
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).
