NHS Jobs
Location
Bury St Edmunds, Suffolk | United Kingdom
Job description
Please see the full job description for more information Planning and organisational Skills: To support members of the senior management team in preparing information, agendas and papers for meetings, this may also involve liaising with external partners and presenters The post holder will be responsible for managing information for meetings, such as organising future agenda items, maintaining a forward planner, following up actions and updates prior to meetings. To manage several tasks simultaneously, keeping track of half completed tasks that are awaiting further information. Be able to work within an environment of frequent interruptions, competing demands yet still with the ability to meet deadlines. Be able to identify priorities for the senior management team, to enable them to meet deadlines. Be confident and proactive in managing and prioritising own workload, with limited supervision. Resolve conflicting diary appointments for members of the senior management team, liaising with them to understand their priorities and working with internal and external colleagues to rearrange as necessary. To establish and maintain administrative systems and databases to achieve high standards of business support to various members of the senior management team. To arrange 1:1 and team meetings for the senior management team. To maintain electronic diary systems, assist to prioritise work, resolve conflicting diary appointments and schedules etc for several members of the senior management team. Implement an effective bring-forward system to ensure members of the management team have all the relevant and current papers needed for each meeting. To maintain an effective filing system and actively manage the storage of electronic information, including the management of email. To be able to work closely and at pace, assisting the Executive Assistant to meet deadlines, sharing workload and providing cover for absences where necessary. To assist with the collation of articles for inclusion in a monthly internal newsletter, including layout, formatting and distribution of this document to the community division. To receive, save and distribute on-call rotas for both the Sister-On-Call and the Therapy-On-Call, ensuring all relevant parties, including senior management and the Care Co-ordination Centre are notified of any changes to these rotas. To assist members of the senior management team with ad-hoc project work as required. Finance and Resources: Be responsible for the raising and receipting of purchase orders on Integra2, as instructed by the management, contracting and finance teams. Ordering of stationary supplies for the team, using NHS supplies systems Information Resources: Attending various business, leadership and contract meetings as required, both face to face and virtual. Preparing agendas, taking minutes / notes, or transcribing and summarising notes from recordings, updating action logs and noting future agenda items and timely distribution of documents after meetings. Ensure competent and accurate presentation of policies, letters, reports, documents and presentations, ensuring correct spelling of clinical/medical terminology. To use computer software programmes to create documents, presentations and a monthly newsletter of a high standard for meetings, organisation groups, partner agencies etc. To undertake copy typing of correspondence, reports, strategy documents, action plans, agendas some in relation to clinical specialties etc. To undertake any computerised work as required, including creating and maintenance of Excel spreadsheets and databases, PowerPoint presentations and charts. Accessing multiple systems on behalf of the clinical teams such as SystmOne for patient records, Datix for incident and risk management purposes, Healthroster and ESR for matters relating to staffing / HR To take responsibility for the West Community Manager On-Call process pack, ensuring this is kept up-to-date, checking all details and contacts are correct and notifying managers on call of any amendments Logging and reporting of all calls received by the Community Manager On-Call, adding these to the database and alerting senior managers of incidents. To be responsible for regular data entry of the CNSST audit information from the clinical teams and assisting senior managers to interpret and report on this data. To manage the audit database, identifying when audits are required, alerting senior managers and inputting of data received.
Job tags
Salary
£25.15k - £27.6k per annum
