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Directorate Administration Support with NHS Business Services Authority in Newcastle upon Tyne
Are you an enthusiastic, organised, and self-motivated professional looking to take the reins on exciting administrative initiatives? Join our team, working across our Strategy, Planning & Performance and Business Innovation and Customer Experience. In this pivotal position, you'll work closely with senior leaders across the Strategy, Performance and Business Development Directorate, contributing to critical work and supporting teams as they shape the future. You'll be responsible for driving seamless administration, collaborating with our other Directorate Admin Support to bring ambitious, cross-directorate initiatives to life. This is an opportunity to not only build valuable skills but to grow and make a real impact every day. What do we offer? 27 days leave (increasing with length of service) plus 8 bank holidays Flexible working (we are happy to discuss options such as compressed hours) Flexi time Hybrid working model (we are currently working largely remotely) Career development Active wellbeing and inclusion networks Excellent pension NHS Car lease scheme Access to a wide range of benefits and high street discounts! Dealing with enquiries from internal and external contactsappropriately which maybe sensitive and confidential information. Develop and maintain effective information management systems. This will include developing and maintaining a shared reference,information and filing system both in paper and electronic form as appropriate. Assist in the distribution of information including the confidential documents. Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may includeconfidential information. Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded. The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate. Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties Acting independently and being able to work as part of a team. Ability to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business. Contributing to a culture of continuous improvement, customer and service excellence About us In this role, you are accountable for: 1. Answering and responding to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which maybe sensitive and confidential information. 2. Develop and maintain effective information management systems. This will include developing and maintaining a shared reference, information and filing system both in paper and electronic form as appropriate. 3. Assist in the photocopying and distribution of information including the confidential documents. 4. Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may include confidential information. 5. Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded. 6. The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate. 7. Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties to include but not limited to: typing of relevant papers, producing attendance lists, subsequent records and photocopying information. 8. General office duties such as photocopying and preparing information utilising relevant software applications where required, and circulating documents. 9. Acting independently and being able to work as part of a team. Need to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business. 10. Contributing to a culture of continuous improvement, customer and service excellence by adhering to agreed procedures and making suggestions for improvements.11. Adopting the Authority Values and Behaviours and exhibits these in working practices 12. Using the ORO system to facilitate the identification, delivery and evaluation of personal training and development activities.