Band 4 Personal Assistant / Senior Administrator - General Management

• Provide the first point of contact on behalf of the Triumvirate and/or Senior Manager for written and telephone enquiries on behalf of the Senior Manager, using judgement to establish the validity and priority of the contact.
• To provide a customer focused service and be able to communicate effectively and appropriately with patients and staff at all levels.
• Manage and maintain the Triumvirate and/or Senior Managers' diary or appointment system, ensuring that utilisation of time and allocation of appointments is appropriate.
• Facilitate meetings/events; issuing invites to attendees including circulation of any relevant paperwork, booking venues to include any IT requirements, produce minutes/action logs and assist with the overall smooth running of the meeting/event.
• Process and submit expense claims, ensuring that travel, mileage, vehicle documentation and receipts are accurate prior to submission for approval.
• Support with the organisation of HR events such as staff consultations, investigation interviews and panel hearings as requested following HR policies and procedures liaising with senior members of staff, HR, staff and Trade Unions as appropriate and including taking accurate verbatim notes from interviews and hearings

• Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
• Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address.

Essential

• GCSE English and Maths Grade A-C or equivalent
• OCR Award/Certificate in Text Processing/ Word Processing or equivalent qualification
• NVQ3 Business Administration or equivalent.
• RSA III in Typing or Word Processing or equivalent.
• Evidence of continued learning and development

Desirable

• OCR IT in Outlook, Excel

Essential

• Relevant experience of secretarial/ administration in an office environment
• Experience of using Microsoft systems including word processing, excel and outlook
• Experience of maintaining filing systems.
• Relevant experience of diary management, arranging meetings booking venues etc.
• Experience with dealing with matters of a sensitive and confidential nature.

Desirable

• Relevant experience of handling petty cash.
• Experience of providing meeting administration support, formal minutes/note taking.
• Experience of using electronic staff records finance and rota systems.
• Line management or supervisory experience

Essential

• Excellent IT skills and proficient with MS Office applications
• Ability to accurately populate and monitor databases and spread sheets with an eye for attention to detail.
• Excellent Ability to communicate at all levels effectively, written/verbal
• Excellent Organisational Skills and ability to prioritise and meet deadlines.
• Ability to deliver a high level of accuracy and consistency in all work undertaken.
• Knowledge of paper and electronic records management
• Ability to use initiative to resolve problems