¹û¶³´«Ã½APP

Detailed job description and main responsibilities

• Ìý ÌýSpecific role of PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division

• Ìý ÌýManage multiple diaries ensuring they are kept up to date at all times

• Ìý ÌýEnsure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate

• Ìý ÌýMonitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned.

• Ìý ÌýUse a variety of Microsoft packages to prepare correspondence, spread sheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style

• Ìý ÌýDeal with internal and external post, emails and telephone calls

• Ìý ÌýReceive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times

• Ìý ÌýA willingness to participate in any training that would be commensurate with the job description

• Ìý ÌýEnsure good communication flow within the team, circulating information and keeping everyone up to date with administration issues

• Ìý ÌýMaintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in according with the General Data Protection Regulation (GDPR) and confidentiality rules

• Ìý ÌýTyping correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division

• Ìý ÌýPreparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings

• Ìý ÌýCreation of Action Logs to ensure governance of department / Trust decisions made

• Ìý ÌýDeal with telephone enquiries relevant to the Division, seeking advice where necessary

• Ìý ÌýPhotocopying, scanning, and other administrative duties to ensure the efficient running of the Division

• Ìý ÌýTo produce report / graphs illustrating data

• Ìý ÌýWith the assistance of the management team create action plans, manage and update withing required timescales

• Ìý ÌýAgree and undertake a personal development plan through the appraisal process with Line Manager

• Ìý ÌýOther duties commensurate to the grate of the post and the needs of the Division as agreed between the post holder and the Line Manager

• Ìý ÌýCoordinate Division appraisal returns and act as main contact for team

• Ìý ÌýWhen necessary, support SMT with raising Purchase Orders and receipting invoices through the EROS system

• Ìý ÌýMaintaining log of all Purchase Orders raised to ensure prompt payment of suppliers

• Ìý ÌýGeneral overview and support as a contact for Trust Charitable Funds

• Ìý ÌýDivision Sharepoint / LINK intranets: maintain, refresh periodically, update information and documents. ÌýEnsure always user friendly and assessable to those who need to view

• Ìý ÌýAssist with IT orders for equipment and services

• Ìý ÌýSupport recruitment, onboarding, and induction of new members of the senior team

• Ìý ÌýOrganises events, conferences, award ceremonies