Programme Administrator, SLP

Job responsibilities

Main duties and responsibilities:To provide a professional and high quality administration service to include setting up meetings, the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate

To liaise with Programme leads to ensure all relevant documentation is compiled and distributed in advance of meetings

To provide administrative support to senior staff when required

To act as a point of contact for the team, dealing and responding effectively with queries from stakeholders and to exercise judgement about where such inquiries should be referred or dealt with personally

To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards

To have access to team members outlook calendars, including arranging and changing appointments, circulating meeting invitations and managing Microsoft Teams meetings prioritising these as appropriate

To support the team with organising and planning events including helping to produce event documentation. For example, Microsoft Powerpoint slide packs and attendees list

To develop and maintain effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team

To make travel arrangements for the team when required.

Service Requirements:To work as part of a team, providing comprehensive cover where required and working proactively to support the effective running of the office

To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice

Information ManagementTo contribute to effective information management within the team including developing and maintaining databases required by the role.

To develop and maintain effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team.

To be proficient and confident in the use of Microsoft applications including Excel and Word.

Qualifications

Essential

• Educated to A-level or equivalent level of qualification or significant equivalent previous proven experience

Desirable

• RSA 3 secretarial qualification or equivalent qualification

Experience

Essential

• Relevant and significant clerical/ administrative experience in a busy office
• Experience of working on multiple parallel tasks to strict and often tight deadlines and able to work calmly under pressure maintaining control and confidence
• Experience of supporting the management of information systems and development of databases and spreadsheets
• Proven experience of office systems and procedures
• Strong experience of minute taking of meetings
• Able to transcribe data in a timely and consistently accurate manner with excellent attention to detail
• Able to make sound judgements and use own initiative but with supervision from SLP Senior Programme Administrator and Programme Leads
• Ability to organise events and produce associated event documentation
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information

Desirable

• Experience of supporting Mental Health services
• Experience of working within the public sector or NHS
• Experience of formal minute taking to a senior level

Knowledge

Essential

• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
• Good knowledge in the use of Microsoft Office 365 apps including Microsoft Forms
• Understanding of Confidentiality and Data Protection Act

Written and Communication Skills

Essential

• Clear communicator with excellent verbal and written communication skills with the capability of constructing and delivering clear information/ instructions
• Ability to interact effectively with staff at all levels
• Excellent copy and audio typing skills (50wpm or above)
• Accurate grammar, spelling and punctuation

Autonomy

Essential

• Ability to work without supervision
• Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines
• Excellent time management skills with the ability to re-prioritise

Equality and Diversity

Essential

• Understanding of and commitment to equality of opportunity and good working relationships

Other

Essential

• An ability to maintain confidentiality and trust
• Professional, calm and efficient manner
• Commitment to continuing professional development
• Positive and flexible approach to work

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).