Administrator

Job overview

Please note, at this stage, the role is open only to internal staff (including NHSP and Agency staff currently on placement within our organisation) and staff substantively employed within Kent and Medway NHS Trusts and the Kent and Medway Integrated Care Board (ICB). Any individual who is at risk of redundancy will be given priority, provided they meet the essential criteria.

An exciting opportunity has arisen for a dynamic, self-motivated, forward-thinking administrator to support the senior leadership/management team within the North Kent Directorate.

This is a Fixed-term post working 37.5 hours per week, (9 am to 5 pm Mon-Fri) with the flexibility to work from home (to be discussed with the manager at interview).

The ideal candidate will need to be able to work autonomously, have excellent organisational and keyboard skills, be a competent typist, and possess a good working knowledge of Microsoft Office packages.  They will also pay close attention to detail, be able to work to tight deadlines, be adaptable to changing/challenging situations, and be able to manage and prioritise their work efficiently.

Excellent diary management skills are essential as well as minute taking as this will form a large part of the role.

Main duties of the job

• Arranging and coordinating meetings and preparing, distributing, and maintaining documentation
• High-level and sometimes highly confidential minute-taking to ensure quality records are produced
• Effective diary management
• Producing the North Kent Newsletter (Power Point Slides)
• High-level communications with services across the Directorate
• Use of Excel or Word to prepare documents as appropriate
• Maintaining records and inputting/updating data via databases
• Use of systems such as SBS, e-rostering, expenses
• Responding to requests and providing information to external stakeholders and internal queries from staff or other Directorates where appropriate
• Use of electronic communication systems in accordance with  Trust policy

Detailed job description and main responsibilities

• Manage time effectively to meet deadlines and maintain high standards of efficiency within the role and Senior Management Team.
• Assist with diary management of the team, be organised, coordinated, and prioritise accordingly, arrange meetings, and resolve diary conflicts to ensure optimal efficient use on the Senior Management’s time.
• Plan and organise a range of formal and informal meetings including liaising with employees across the organisation and external agencies.
• Maximise the use of electronic systems to enable effective time management such as Microsoft Office and patient record systems.
• Produce the monthly North Kent News Letter
• Post-holders will be self-sufficient and required to manage own workload and mainly work without supervision on a daily basis but this is readily available

Please refer to the attached job description for the full details on the responsibilities and person specification