Job Description

To present a professional, welcoming and helpful image to staff, other organisations, the public and media. To provide an efficient and effective administrative support service to the corporate Executive Directors team and senior level meetings, paying attention to the requirement for confidentiality and discretion. To maintain an awareness of ongoing organisational issues and allocate correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place. To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times.

This may involve handling a caller who is upset or aggressive on rare occasions. To create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings. To be able to record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings. To support the Associate Director of Corporate Services with preparation and distribution of reports, agenda and action logs for the Trust Board meeting, including uploading onto the Trusts website.

As part of the administrative team, process travel and hotel bookings for EMAS staff, including the Executive Directors in line with the Trusts policy. Also prepare detailed travel itineraries for Executive Directors. To ensure that all documentation is dealt with efficiently and effectively, including using a tracking system and following version control processes Take clear precise telephone messages and resolve queries in a professional manner. To manage all incoming and outgoing mail using tracking systems.

To distribute mail for action, prepare draft responses where appropriate, follow up action and make a record of any action taken. To review and where appropriate, action incoming electronic mail messages on behalf of the Executive Directors or other senior staff in their absence in a timely manner, as directed by the Head of Executive Services Ensure email correspondence is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, on behalf of the Executive Directors. To type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style. To assist the Executive Directors through prioritising appointments, diary management and dealing with telephone and other enquiries.

To manage the diaries of the Executive Directors and the administrative team central inbox, co-ordinating and prioritising appointments and ensuring effective communication. To provide adequate office cover arrangements in conjunction with other members of the team. Flexibility with working hours is sometimes needed. Provide cover for the Headquarters reception/switchboard when required during absence of the Receptionist Maintain the functionality of printers and photocopiers, and other office equipment and technology used within the administrative team, reporting faults and tracking progress where required.