Detailed job description and main responsibilities

Main duties and responsibilities

Communication & Relationships

• Deal with staff and external organisations in a professional and courteous manner and maintain effective communication of behalf of the Medicines Management Team and Wirral Place.
• Coordinate with other team members to provide flexibility and cover for absence.
• Communicate effectively with colleagues to support relevant meetings.
• To share learning and priorities with colleagues.
• Work with colleagues to ensure that the Medicines Management Team receive an efficient, professional high quality support service at all times.

Duties requiring Analytical & Judgement Skills

• Manage incoming correspondence and emails,
• Assess and prioritise own workload within given timeframe, to meet business schedules.
• Identify errors or problems, take action as necessary to resolve and/or notify line manager.
• Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate.
• Ability to analyse and interpret information.
• Monitor attendance at meetings and identify any quoracy issues in advance of meetings.
• Prioritise workload and escalate any issues which may impact on the smooth running of meetings.
• Ability to use and update Electronic Staff Record (ESR) staff information

Duties requiring Planning & Organisation Skills

• To deal with incoming post and electronic communication on behalf of the Medicines Management team and prioritise urgent and routine correspondence, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.
• Routine office support as required.
• Supporting the processing of Freedom of Information Requests and Subject Access Requests as and when required to by the team.
• Responsible for the facilitation of Committee and operational level meetings, managing the process, preparing agendas, taking, producing and circulating accurate minutes and action log of meetings, arranging venues and refreshments as appropriate.
• Developing and maintain the meeting cycle schedule, arranging dates of meetings and setting deadlines dates for paper distribution / submission deadlines, and to follow up as necessary.
• Assist the Chair to develop and prepare the agendas for the ICB / committee and other meetings.
• Collate and distribute agenda and supporting papers both internally and externally.
• Make necessary arrangements to ensure the smooth running of meetings, including booking appropriate venues and catering requirements.
• To follow up actions arising from meetings.
• Maintaining the conflicts of interest register.
• Maintaining the decision log from meetings and producing annual reports.
• To develop and maintain electronic filing system for meetings.
• To attend meetings or other events where required, taking minutes, providing administrative support and taking follow up action as required.
• Develop manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
• Support and co-ordinate the work plan for the Medicines Management Team.
• Co-ordinate Medicines Management meetings, including arranging venue, draft agenda and distributing papers to attendees.
• To assist with projects and research information, maintain records and compile reports on various subjects as appropriate and when required by the Medicines Management Team.