Job summary
Are you a highly organised administrative professional looking to make a difference in mental health services? We are seeking a motivated individual to join the Strategy and Transformation Team. In this role you will provide high quality support, ensuring a smooth, efficient, and professional administration service. You will provide essential support to senior managers, including liaising with a wide range of staff, service users, carers, and external stakeholders.
This administrative role requires experience, the ability to work independently, strong IT capability, and good written and verbal communication skills. You will be able to support multiple team members with general administrative support, and through coordinating key meetings and forums (with the drafting of agendas, circulating of invites, compiling supporting papers and meeting packs, through taking minutes, and organising electronic diaries). You will operate in line with the trust values, follow confidentiality and information governance requirements, and take a proactive approach to problem solving and prioritising tasks.
Please note that your application must follow the instructions set out below in order to be considered.
Main duties of the job
This role is key in providing comprehensive administrative and project support. You will be at the heart of our efforts to improve services, ensuring the delivery of key strategic workstreams and helping us meet our strategic ambitions for service users, carers, staff, partners, and the wider local communities. You will be confident in liaising with service users and carers who are part of our governance meetings or on our working groups for different projects. You will support theproduction of team reports, communications, andupdate the team databases and intranet pages.You will handle a range of enquiries, e-rostering, e-procurement (to order supplies and raise requisitions), monitor mailboxes, signpost individuals to resources, and maintain up to date trackers and records.
You will report to the Strategy Manager although your remit will be to provide administrative support and assistance to the whole team and its Director. You will enjoy working with colleagues across the Trust, its partners, and members of the local communities. You will be highly professional and responsive in working with all stakeholders.This role provides an opportunity to develop your knowledge and learn about all aspects of strategy, Public and Patient Involvement (PPI), and community engagement in NHS mental health services.
About us
The Strategy and Transformation Directorate is led by the Chief Strategy Officer, and includes a number of different functions as follows: strategy development, strategic planning, strategic service user and carer involvement, organisational partnerships and community engagement, as well as leading transformation.
Job description
Job responsibilities
Application Instructions
Please do not apply unless you have relevant experience as set out in the job description and person specification. Your application will not be considered unless your supporting statement is explicitly tailored to this role and you have relevant work experience. To help us identify suitable candidates, please give examples ofhow you meet the following criteria,in this order:
- Strong experience of Administrative work and managing a busy, varied workload.
- Experience of working with people at all levels, including service users, carers, and senior management.
- Competent at working electronically, including diary management and use of Microsoft office packages.
Main Responsibilities
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The post holder will carry out other duties as may reasonably be required by their line manager.
To act as the first point of contact for all enquiries to the Strategy and Transformation team from external and internal stakeholders and to deal with them in a professional, diplomatic and timely manner acting upon them or signposting them appropriately.
To organise and lead administration of meetings including scheduling and arranging meetings using digital platforms, arranging room bookings and invitations, liaison with attendees, producing and issuing advance papers and attending and drafting minutes and actions.
To provide administrative support to the Trustwide Service User Committee and Family and Carers Committee, including setting up meetings, liaising with attendees, developing draft minutes
To manage administrative and organisational activities for internal and external stakeholder events working with programme and wider Trust teams and partners including: researching and booking venues and venues liaison; issuing and managing responses to event invitations, liaison with delegates, helping to produce support materials and presentations; liaison with suppliers of design and other services; learning and developing competencies in managing online (videoconference and webinar) platforms and supporting effective delivery of events through digital platforms.
To maintain and regularly update contact details and lists/databases of key stakeholders relevant to the planning and equality team.
To analyse data for inclusion in team projects
To work with colleagues to ensure relevant content on the teams intranet pages stay fresh, up-to-date and continually refreshed using online content management system, working with colleagues across the Trust as necessary.
To carry out general office duties including arranging meetings, raising requisitions, sourcing quotes, processing invoices, stock control, ordering office supplies etc using the e- procurement system.
To handle and be sensitive to the use of confidential information including at times patient and staff information.
To maintain appropriate and professional relationships with staff, stakeholders, partner organisations, patients and families/carers and others.
To be able to work in a team under pressure of timed deadlines.
To work independently with the ability to juggle numerous tasks.
To produce written work to a good standard.
Any other activities as requested by your line manager.
Work collaboratively to support all Strategy and Transformation team colleagues.
Job description
Job responsibilities
Application Instructions
Please do not apply unless you have relevant experience as set out in the job description and person specification. Your application will not be considered unless your supporting statement is explicitly tailored to this role and you have relevant work experience. To help us identify suitable candidates, please give examples ofhow you meet the following criteria,in this order:
- Strong experience of Administrative work and managing a busy, varied workload.
- Experience of working with people at all levels, including service users, carers, and senior management.
- Competent at working electronically, including diary management and use of Microsoft office packages.
Main Responsibilities
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The post holder will carry out other duties as may reasonably be required by their line manager.
To act as the first point of contact for all enquiries to the Strategy and Transformation team from external and internal stakeholders and to deal with them in a professional, diplomatic and timely manner acting upon them or signposting them appropriately.
To organise and lead administration of meetings including scheduling and arranging meetings using digital platforms, arranging room bookings and invitations, liaison with attendees, producing and issuing advance papers and attending and drafting minutes and actions.
To provide administrative support to the Trustwide Service User Committee and Family and Carers Committee, including setting up meetings, liaising with attendees, developing draft minutes
To manage administrative and organisational activities for internal and external stakeholder events working with programme and wider Trust teams and partners including: researching and booking venues and venues liaison; issuing and managing responses to event invitations, liaison with delegates, helping to produce support materials and presentations; liaison with suppliers of design and other services; learning and developing competencies in managing online (videoconference and webinar) platforms and supporting effective delivery of events through digital platforms.
To maintain and regularly update contact details and lists/databases of key stakeholders relevant to the planning and equality team.
To analyse data for inclusion in team projects
To work with colleagues to ensure relevant content on the teams intranet pages stay fresh, up-to-date and continually refreshed using online content management system, working with colleagues across the Trust as necessary.
To carry out general office duties including arranging meetings, raising requisitions, sourcing quotes, processing invoices, stock control, ordering office supplies etc using the e- procurement system.
To handle and be sensitive to the use of confidential information including at times patient and staff information.
To maintain appropriate and professional relationships with staff, stakeholders, partner organisations, patients and families/carers and others.
To be able to work in a team under pressure of timed deadlines.
To work independently with the ability to juggle numerous tasks.
To produce written work to a good standard.
Any other activities as requested by your line manager.
Work collaboratively to support all Strategy and Transformation team colleagues.
Person Specification
Experience
Essential
- Strong experience of Administrative work and managing a busy, varied workload.
- Experience of leading the administration of meetings (including the necessary preparation and follow-up).
- Experience of working with people at all levels, including senior management, and the public.
- Experience of working within a framework of confidentiality.
Qualifications
Essential
- A-level or equivalent level of competence
Skills
Essential
- Good verbal and written communication skills.
- Competent at working electronically, including diary management and use of Microsoft office packages.
- Professional and effective interpersonal skills.
Person Specification
Experience
Essential
- Strong experience of Administrative work and managing a busy, varied workload.
- Experience of leading the administration of meetings (including the necessary preparation and follow-up).
- Experience of working with people at all levels, including senior management, and the public.
- Experience of working within a framework of confidentiality.
Qualifications
Essential
- A-level or equivalent level of competence
Skills
Essential
- Good verbal and written communication skills.
- Competent at working electronically, including diary management and use of Microsoft office packages.
- Professional and effective interpersonal skills.
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).
