Administrator - Executive Office (5x roles)inEastleighinEastleighPUBLISHED TUE 29 OCT 2024
Candidates must work independently, prioritize tasks, and operate efficiently in a dynamic environment. The role involves handling comprehensive documentation, supporting project work, and collaborating with fellow administrators and Executive PAs to ensure smooth office operations. Strong organisational skills and discretion when dealing with sensitive information are essential, as is the ability to cover for colleagues during peak times or absences. This position is exclusively available to applicants from the NHS Hampshire and Isle of Wight system.
Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Southern Health Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.
We are recruiting five Administrators within the Executive Office to support the Executive Team directorate and Senior Leaders within that function.
The roles available are:
Administrator to Medical Directorate
Administrator to Nursing Directorate
Administrator to Strategy Directorate
Administrator to People Directorate
Administrator to Delivery Directorate
Please see the attached advert for further details.
You will be providing administrative support to the Senior Leaders and relevant Executive Assistant in a fast paced and ever-changing environment responding to situations as they arise within the HIOW system.
You will be involved in organising meetings and events, preparing meeting packs and papers, supporting with HR processes and onboarding, attending selected meetings which will require action notes/minutes to be taken, working with complex calendars, preparing agendas/documents and following up on action points. This role will require confidence to liaise with internal and external stakeholders, acting as a point of contact on behalf of the Executive Office. There will be occasional project work and ad hoc tasks keeping your role interesting and varied.
To assist the Senior Team with day-to-day admin tasks. To work with little supervision, prioritise on a daily basis ensuring the smooth operation of the office area and office systems. The role also requires handling comprehensive and sensitive information/correspondence, document management and arranging complex meetings.
To work as a member of a team of Administrators and Executive PA's in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.
About us
The post holder will be required to:Maintain a good working relationship with the senior team.To work as a member of a team of Administrators and Executive PAs in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.To maintain links with Local Area Admin teams.AdministrativeTo assist with co-ordinating of diaries for the Senior Team, this includes arranging complex meetings on a daily basis.To exercise judgment and discretion in the daily handling, monitoring and organisation of all appointments/meetings.To cover incoming telephone / MS Teams calls, general enquiries and take messages as required.To manage incoming and outgoing highly complex and highly sensitive correspondence as instructed that urgent matters are dealt with accordingly and passing on more complex queries as appropriate.To deal effectively with and re-direct information to and from others as appropriate.Responsible for agreed bring forward systems which ensures relevant documentation for meetings is available in the agreed timescales.Manage and prioritise own workload using own judgement to make decisions on a daily basis dealing with issues as they arise.To be able to work independently, setting, and prioritising own work within own set timescales for the day, seeking advice and support as necessary.To take responsibility for the handling of highly sensitive and highly confidential informationOn a day-to-day basis, maintain a current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying.To assist with providing IT and estates support and guidance to the team as required. Liaise with the IT help desk, reporting any faults, arranging service call/repairs.To assist with producing standard and complex letters, spreadsheets, and presentation materials.Design and produce forms, posters and circulars using computer graphics (Microsoft programmes) as required.To support with projects as instructedTo set up and support the Senior Team at workshops.To arrange, when requested, meetings, conferences, training courses and events including the process of room bookings, catering needs and communication of times and venues to participants in these events.To organise travel arrangements when necessary for the team.To maintain where required, other activity, data and supervision registers information.Develop effective working relationships within the organisation and with external stakeholders.To assist and provide cover during busy periods, sickness absence and annual leave.
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