Job summary
The main purpose of the post is to provide proactive administrative support on a day to day basis to the Business Planning & Development team.
This busy and dynamic team are responsible for managing funding and procurement opportunities, service developments, strategy and planning for the trust. We work with staff from all across the Trust and external partners including NHS England, BNSSG and BSW ICBs and 3rd sector service providers. Work can be fast-paced and varied so this role requires someone with significant flexibility to ensure the outputs from the team are successfully delivered.
There is an expectation for the post holder to be proactive, highly motivated, adaptable and multi-skilled with excellent organisational skills and a solid working knowledge of all Microsoft Office systems, particularly Excel, PowerPoint and Word.
Interviews will be held from 27th August 2024
Main duties of the job
Main duties include booking meetings, taking minutes, organising events, monitoring tender portals for business development opportunities or service procurements and upload documents or clarification questions. The post holder needs to be able touse their own initiative toproactively manage diaries and the team email inbox.
This will include providing administration support to members of the team and the Director of Transformation; diary management, minute taking, meeting preparation and management of the team email account, regular maintenance of business development meetings and trackers to a high standard (ensuring they are accurate, up to date and aligned).
Familiarity with trust systemsis desired such as the ability to raise requisitions, IT support tickets, set up Teams, maintain Health Roster etc.
This role is key to the smooth operation of the team.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset. Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
1. Organise meetings, conferences and workshops, booking venues, refreshments and speakers as necessary.
2. Provide administrative support for meetings including preparing agendas, collating and distributing papers, accurately recording meeting notes, decisions and actions, following these up as required.
3. Proactively manage designated diaries, ensuring calendars are kept up to date
4. Develop and maintain electronic filing systems, setting up new files and ensuring these are tidy and up to date with materials archived appropriately and audit trails maintained.
5. Use MS Office to produce high quality documents, includingspreadsheets, papers and PowerPoint presentations as required.
6. Ensure systems are in place for gathering of performance monitoring information.
7. Monitor team mailboxes on a daily basis and deal with incoming emails as appropriate.
8. Monitor tender portals on a daily basis and alert any potential opportunities for the Trust.
9. Respond to ad-hoc requests effectively and in good time, sometimes managing multiple tasks, whilst allowing for distractions. This may include providing administrative support to other areas as required to support business development activity.
10. Liaise with other departments and parts of the organisation, following up information, contractual agreements and gathering data as needed.
11. Raise requisitions as required, and follow through the procurement process to ensure purchase orders are raised, goods receipted and invoices are paid in a timely manner.
12. Manage and maintain the Business Development Intranet sites/pages.
13. Maintain departmental records for operational management purposes, including sickness and annual leave, finalising Health Roster by the monthly deadline.
14. Commitment to further development and training.
Job description
Job responsibilities
1. Organise meetings, conferences and workshops, booking venues, refreshments and speakers as necessary.
2. Provide administrative support for meetings including preparing agendas, collating and distributing papers, accurately recording meeting notes, decisions and actions, following these up as required.
3. Proactively manage designated diaries, ensuring calendars are kept up to date
4. Develop and maintain electronic filing systems, setting up new files and ensuring these are tidy and up to date with materials archived appropriately and audit trails maintained.
5. Use MS Office to produce high quality documents, includingspreadsheets, papers and PowerPoint presentations as required.
6. Ensure systems are in place for gathering of performance monitoring information.
7. Monitor team mailboxes on a daily basis and deal with incoming emails as appropriate.
8. Monitor tender portals on a daily basis and alert any potential opportunities for the Trust.
9. Respond to ad-hoc requests effectively and in good time, sometimes managing multiple tasks, whilst allowing for distractions. This may include providing administrative support to other areas as required to support business development activity.
10. Liaise with other departments and parts of the organisation, following up information, contractual agreements and gathering data as needed.
11. Raise requisitions as required, and follow through the procurement process to ensure purchase orders are raised, goods receipted and invoices are paid in a timely manner.
12. Manage and maintain the Business Development Intranet sites/pages.
13. Maintain departmental records for operational management purposes, including sickness and annual leave, finalising Health Roster by the monthly deadline.
14. Commitment to further development and training.
Person Specification
Essential & desirable
Essential
- A Level / NVQ Level 3 Standard or equivalent / previous experience in an administrative role IT Skills to RSA3 / NVQ Level 3 or equivalent experience English and Maths GCSE or equivalent
- Consolidated experience gained providing an administrative service, including taking and recording notes and / or minutes / experience of setting up and maintaining filing and other systems
- Experience of working in a large, complex organisation, operating with organisational frameworks
- Substantial experience of using MS Office computer programmes including Excel, Word, Power Point and Outlook
- Fast and accurate keyboard skills & proficient IT skills
- Excellent communication and interpersonal skills, with experience of dealing tactfully with people at all levels via telephone, online communications and face to face.
- Highly organised with results orientation and strong attention to detail
- Ability to demonstrate a clear understanding of the principles of confidentiality
- Ability to problem solve, to use initiative and know when it is appropriate and when advice should be sought
- Excellent verbal and written English skills , sound numerical skills
- Comfortable dealing with multiple tasks and deadlines include priority tasks with immediate deadlines from more than one manager
Desirable
- Experience of working for more than one person
- Knowledge of business development, project management or information analysis
- Extensive knowledge of Microsoft Office applications
- Experience of working in a healthcare / office environment / knowledge of key NHS terminology
Person Specification
Essential & desirable
Essential
- A Level / NVQ Level 3 Standard or equivalent / previous experience in an administrative role IT Skills to RSA3 / NVQ Level 3 or equivalent experience English and Maths GCSE or equivalent
- Consolidated experience gained providing an administrative service, including taking and recording notes and / or minutes / experience of setting up and maintaining filing and other systems
- Experience of working in a large, complex organisation, operating with organisational frameworks
- Substantial experience of using MS Office computer programmes including Excel, Word, Power Point and Outlook
- Fast and accurate keyboard skills & proficient IT skills
- Excellent communication and interpersonal skills, with experience of dealing tactfully with people at all levels via telephone, online communications and face to face.
- Highly organised with results orientation and strong attention to detail
- Ability to demonstrate a clear understanding of the principles of confidentiality
- Ability to problem solve, to use initiative and know when it is appropriate and when advice should be sought
- Excellent verbal and written English skills , sound numerical skills
- Comfortable dealing with multiple tasks and deadlines include priority tasks with immediate deadlines from more than one manager
Desirable
- Experience of working for more than one person
- Knowledge of business development, project management or information analysis
- Extensive knowledge of Microsoft Office applications
- Experience of working in a healthcare / office environment / knowledge of key NHS terminology
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.
.png){kind=logo}
