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Detailed job description and main responsibilities

Responsibilities include, but not limited to:

• • Provide a highly professional first point of contact and administrative support to the CSS management team, including maintenance of diary system, making arrangements for meetings, courses, conferences, travel and accommodation, supply of information, etc., maintaining confidentiality at all times.
    
    
  • To provide comprehensive administrative and secretarial support to the wider central management team as required. To include typing, photocopying, developing updating databases and spread sheets, filing correspondence both manually and electronically and maintenance of office systems.

   

   

  • Be responsible for developing and maintaining effective and efficient filing systems – electronic and paper. Ensure that Trust files, documents, policies and information is filed, stored and archived correctly, safely and securely. Organise and maintain filing systems, ensuring bring forward and deadline systems and processes.
    
    
  • Receive and welcome visitors in a polite and professional manner. Receive telephone calls, responding in a professional, polite and sensitive manner appropriate to the nature of the call. Ensure messages are communicated effectively to the intended recipient.
    
    
  • To utilise appropriate IT systems to support the role using Word, Excel, PowerPoint, Safeguarding Risk and Incident systems, ESR, LE2.2.
    
    
  • Assist in the preparation of presentation materials (e.g. power point) including the provision of any required hardware, e/g laptop and projector, at meetings and events, as required.

   

  • Prepare the papers for and minute meetings, arranging the meetings/seminars, venue and facilities, preparing and issuing of agendas, ensuring all necessary papers are available, taking accurate minutes, typing up and distributing to all relevant parties in a timely and professional manner.
    
    
  • Ensure that agreed actions from meetings/communications are clearly typed up and distributed and, as appropriate, flagged for follow-up with relevant parties.

   

  • Support with typing and sending out HR related letters/invitations

   

  • Support the management team with diary management

   

   

  
  
  

  
  

   
  
  

  
  
  

  • Type policies, protocols, guidelines and procedures, as directed, circulating to relevant staff within the organisation at various stages of the consultation and implementation process. To upload policies/guidelines on the Trust Intranet as instructed by the Governance Support Manager.
    
    
  • Prioritise own workload in order to meet deadlines and be responsive to changing and competing priorities.
    
    
  • Use the internet and Trust email system, as required, in accordance with Trust Policy.
    
    
  • Any other duties as requested by the Management team
    
    
  • Maintain a broad understanding of the work of the Diagnostic and Support Services Division of Bolton NHS FT as a whole, actively contributing to ideas for quality improvement.
    
    
  • Be responsible for the self-development of skills and competencies, through participation in learning and development activities and maintain up to date technical and professional knowledge relevant to the post.
    
    
  • Participate in the Trust’s performance appraisal system’ agreeing personal objectives and learning and development plans, related to the post, individual need and Trust/Divisional objectives.
    
    
  Develop and maintain effective, cordial and professional working relationships with the management team, colleagues and others.