Business Administrator / Coordinator

• Main duties include providing personal assistant support to and managing the commitments of the Deputy Chief Medical Officers through efficient diary management.
• Effective collaboration with all relevant personnel to maintain an effective administration system; prompt transcription where required, manipulation and distribution of appropriate correspondence.
• Organising and attending DCMO chaired meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at the appropriate level.

Essential

• Degree or equivalent level experience
• NVQ Level 4 in Business Management or equivalent relevant experience (such as Administrative and Clerical) or working towards, or Diploma.
• Recognised qualifications in literacy and numeracy (minimum GCSE English and Mathematics or equivalent)
• Evidence of continuing professional development

Essential

• Previous admin experience within the NHS and or public sector.
• Experience working in a senior administrative/ secretarial post preferably within a health care setting
• Experience of producing documents to a high standard of presentation with good accuracy
• Experience of minute taking and managing multiple meetings.
• Experience of working in a busy administrative environment.
• Experience in a customer facing role.
• Decision Making and resolving work related issues
• Experience of maintaining detailed database and spreadsheet information and staff record systems.
• Advanced decision making and resolving complex work-related issues.
• Managing the workload of a team.

Desirable

• Experience of using electronic staff record (ESR).
• Experience in project management
• Experience in coordination of site visits

Essential

• Excellent understanding of general office working procedures and people management.
• Thorough working knowledge of administrative and secretarial processes e.g. electronic filing systems and formatting documents/reports
• In depth knowledge and advanced experience of Microsoft Office applications, e.g. Word, Excel, Powerpoint, Outlook.
• Knowledge of creating records, filing systems and database management

Desirable

• Knowledge of using Electronic Staff Record and TRAC
• Awareness of current issues within the NHS
• Knowledge of Job Planning and/or Medical Revalidation
• Awareness of GIRFT

Essential

• High quality organisational and administrative skills
• Excellent diary management skills
• Proven record of planning (wide scale), change management and administration skills
• Ability to manage meetings, producing agendas, minutes and action/decision logs at senior level.
• Ability to work to tight deadlines and deal with conflicting demands
• Able to deal with confidential and sensitive issues with tact and diplomacy at all times.
• Excellent communication skills with a wide range of people and organisations, at Director level, both face-to-face and on the telephone.
• Able to persuade, negotiate and influence others.
• Ability to communicate effectively and to promote a positive impression of the Medical Directorate.
• Ability to learn quickly and develop an understanding of trust policies and procedures.
• Ability to consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
• Ability to work on own initiative, work under pressure and prioritise own workload - managing time effectively
• Ability to manage diverse workload whilst dealing with frequent interruptions.
• Advanced keyboard skills
• Ability to concentrate on complex tasks (including typing complicated documents and recording minutes of meetings) in a busy and sometimes noisy office with frequent interruptions without the quality of work being affected.

Essential

• Must be able to demonstrate behaviours consistent with the Trust's values. o(As detailed in UHCW's Values in Action document below)