Corporate Administrator

Job overview

The Nursing Directorate has an exciting opportunity for a current or aspiring band 4 administrator to develop their skills and knowledge in practice development.

The successful candidate will be responsible for developing administration systems within the Deputy Director’s Team and providing day to day administrative support to the team and support them in their relevant portfolios.

The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.

Main duties of the job

• Coordinate meetings with the meeting chair including following up actions, drafting the agenda in plenty of time and producing accurate minutes.
• To provide administrative support to the Leads for Meetings including setting up of meetings, diary management, MS Teams presentations, diary invitations through Outlook as required.
• To undertake general office duties and to use information technology for a range of purposes.
• To provide administrative support to the Leads for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
• To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered.

Detailed job description and main responsibilities

• Coordinate meetings with the meeting chair including following up actions, drafting the agenda in plenty of time and producing accurate minutes.
• To type correspondence when required.
• To have excellent verbal, written and communication skills.
• To provide administrative support to the Leads for Meetings including setting up of meetings, diary management, MS Teams presentations, diary invitations through Outlook as required.
• To maintain office filing systems and ensure information is accessible to relevant staff, ensuring confidentiality at all times.
• To maintain a standard filing system ensuring that the filing of minutes, correspondence, questionnaires etc are kept up to date in line with record keeping policies
• Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
• To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.
• To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
• To provide administrative support to the Leads for presentations including setting up of equipment, providing handouts and refreshments as appropriate
• To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered.
• To receive regular one to one supervision from the Executive Assistant/Lead Executive Assistant.
• As a member of the Trust Secretariat to work flexibly in order that essential priority tasks are covered and dealt with.
• To use information technology for a range of purposes.
• To report to the Executive Assistant/Lead Executive Assistant any issues that are of concern relating to health and safety of the building.
• To induct new staff to filing and administration systems.
• To have the ability to remain calm and sensitive in difficult and stressful situations.
• To take an active part in the Trusts Annual Performance and Appraisal Development Review.
• To develop self and to maintain compliance with the Trusts Statutory and Mandatory Training.
• To provide cover within the Trust Secretariat so that support is provided during periods of leave to other Directors administrative support. This will take the form of diary support to the other director, covering meetings where required and general administration support during the cover period, including minute taking.